GENERAL DESCRIPTION

The Child and Family Services Department Program Assistant (I) is responsible for providing administrative support within daily operations of the Child and Family Services Department. This position is also responsible for greeting and providing family support within Childcare and Head Start along with data entry support for the Family Services Program.

This position is in Dover Bradley Head Start and/or Rochester Community Center.

EDUCATION and/or EXPERIENCE

• Minimum High School diploma or GED. Bilingual (Spanish) skills a plus. Minimum of two years of related clerical/administrative experience, with strong emphasis on customer service.
• Basic computer literacy including: Excel, Word and Outlook.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Attends meetings as requested to record meeting minutes.
• Answer incoming calls professionally and promptly and direct them to the appropriate employee, and/or answer general questions about the Head Start Program or any CFS program.
• Assist with applications for Head Start/Early Head Start services, as needed.
• Receive and distribute deliveries for CFS department
• Process incoming and outgoing mail.
• Greet and manage pick up and drop off process for children.
• Enters Data in various systems for ages and stages screening, assessments, Healthy Family America, Comprehensive Family Support, and Family Resource Center.
• Participates in active supervision of children, following active supervision policies and procedures, as appropriate.
• Assists in the organization and food delivery within the Food Outreach Program for the Dover Food Pantry.
• Assists in the delivery and packaging of food within the Food Services Program including the Summer Meals Program.
• Any other duty or project assigned by supervisor or CFS Director for the benefit of the program.

SUPERVISORY RESPONSIBILITIES

• N/A

OTHER QUALIFICATIONS

• Strong commitment to maintaining confidentiality.
• Adequate typing skills.
• Knowledge of multi-line phone system.
• Excellent organization and time management skills with ability to handle multiple tasks simultaneously, prioritize and manage workload and deadlines.
• Excellent problem-solving skills.
• Knowledge of spreadsheets and some fiscal/financial education.
• Ability to work independently as well as in a team environment.
• Ability to work flexible hours and travel when necessary.
• Knowledge of and sensitivity to unique challenges faced by families living in poverty.
• Reliable source of transportation with 100/300 liability insurance coverage.
• Physical strength/endurance/mobility to perform in a standard daily required work routine (i.e. walking, sitting, lifting and driving to various sites as required).

COMMUNICATION SKILLS

• Pleasant, articulate and able to communicate effectively with staff, volunteers and families on a regular basis.
• Excellent communication skills and ability to follow verbal and written instructions.
• Ability to read, write, and communicate instructions.

GENERAL EXPECTATIONS

• Respects confidentiality of information about agency staff, personnel issues, and other program operations.
• Strong commitment to maintaining confidentiality.
• Plan, assign, coordinate, organize and prioritize work.
• Models direct, positive, honest, and respectful behavior in every aspect of work with children, families, staff and community members.
• Energetically engages people, issues and work.
• Applies the highest ethical standards to themselves and others on a daily basis.
• Supports other in their efforts to be productive and effective and succeed in work and life.
• Actively participates in teambuilding, which includes sharing ideas and mutual support of team members.
• Consistently uses interpersonal skills that are appropriate for individual styles, personalities, cultures, the nature of the work, and the environment in which the work is being done.
• Practices honest, respectful and direct communication as well as active listening.

EMPLOYMENT SCREENING

Valid Driver's License and insured vehicle (100/300 minimum coverage) for use on the job or acceptable alternative, driving record check, criminal record check, randomized drug screening.

Head Start, Early Head Start, Childcare, and Home Visiting Programs are also subject to the following:

Head Start and Child Care Licensing requires a criminal record check and finger printing to be completed prior to employment. An initial physical examination record must be obtained upon hire, updated every three years and kept on file with Human Resources. If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received. An initial driving record check will be conducted. Driver’s license information will also be submitted to the agency’s automobile insurance carrier.