Program Assistant

1 month ago

Boston, United States Action for Boston Community Development Full time
Job DescriptionJob DescriptionDescriptionThe Program Assistant aids in the daily activities and administrative operations of the various teams within the Head Start & Children’s Services department. This position works closely with other members of the Head Start leadership team to ensure the delivery of high-quality services to children and families. The Program Assistant is responsible for promoting the mission of ABCD Head Start & Children’s Services; building an understanding of the program by communicating this mission to staff, families and the community.  This position must comply with all federal, state and local laws, regulations, standards and policies, including those of the federal Administration for Children and Families (ACF), the Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education (DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures.  All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G.  Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately. The responsibilities of a particular position may support both Early Head Start and Head Start depending on the individual assignment. The specific corresponding funding allocation will be documented on the personnel payroll authorization or change of status form.
All communications are potentially sensitive and are subject to Head Start's policy on confidentiality.
Key Responsibilities
  • Responsible for administrative tasks related to Head Start & Children’s Services programs and teams, including, but not limited to, managing office calendar,  scheduling and coordinating meetings, appointments and events. 
  • Provide administrative support with the preparation and dissemination of program materials. 
  • Maintain accurate and organized records required for record keeping by the agency and funders, both electronic and physical.  
  • Assist with the collection of client documentation and properly process. • Answer and direct phone calls, take messages, and provide information to callers. • Process incoming mail, which includes sorting and distributing to appropriate staff and program sites. 
  • Oversee inventory control, which includes ordering, receiving, and distribution of office and equipment supplies. 
  • Assist with special projects, events and initiatives as assigned. 
  • Enter and maintain accurate data in program databases and software.
  • Assist with the preparation of reports and presentations. 
  • Perform other related duties as assigned from time to time.


Skills, Knowledge and Expertise
  • A minimum of a high school diploma/GED or equivalent, and up to 12 months of experience with human service agency or general office support is required. One to three years of professional experience is preferred. 
  • Bilingual preferred but not required.
  • Excellent oral and written communication skills. 
  • Strong organizational skills, with an emphasis on detail. 
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Drive and database management. 
  • Ability to handle large volumes of paperwork and consistently meet deadlines.
  • Flexibility, initiative, and the ability to work in a team required. 
  • Ability to deal sensitively and effectively with individuals of diverse economic and cultural backgrounds.
  • May require occasional lifting of materials up to 25 pounds. 
  • May involve some travel to various program sites and community events. 

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