Program Support Specialist

2 weeks ago

Tulsa, United States Circle of Care Full time
Job DescriptionJob DescriptionSalary: $15.00/hr

At Circle of Care, Inc. we are on a mission to spread Christian help, healing, and hope across Oklahoma.  We are on the lookout for a talented individual to join us as the Program Support Assistant.  This individual serves a unique role by providing program support for the Pearl’s Hope (PH) transitional housing program as well as administrative support for the Frances E. Willard (FEW) Ministry Center campus.


ESSENTIAL DUTIES and PRIMARY RESPONSIBILITIES

  • Receive incoming calls and assist clients and guests in the office.
  • Process incoming and outgoing mail.
  • Assist with event planning and set up on the FEW campus for all staff or community meetings.
  • Inventory and order office supplies for office personnel.
  • Coordinate/maintain FEW building cleaning duties.
  • Record all staff training records for the campus.
  • Assist with special maintenance projects as they arise.
  • Assist maintenance with monthly safety inspections of cottages/apartments with active residents.
  • Assist with maintenance workbook entries.
  • Assist maintenance with repairs made in cottages/apartments when resident is present.
  • Conduct, organize, and input FEW campus’ safety drills as required.
  • Attend CQI maintenance meetings and assist with duties related to accreditation.
  • Assist maintenance team while they are traveling with reservations, contractor orders, permit requests, ordering supplies and correspondence.
  • Assist with volunteers, tracking and processing volunteer paperwork.
  • Assist with shopping and securing needed items for families and/or program needs.
  • Travel locally and regionally using a company owned vehicle to provide safe and timely transportation for clients to daycare, school, and other necessary locations.
  • Provide and supervise childcare for groups/meetings, when necessary, by engaging in age-appropriate activities to ensure their well-being and safety.
  • Communicate effectively with parents and guardians regarding their children’s needs and activities.
  • Conduct regular and unannounced inspections of clients' rooms, addressing any concerns that arise.
  • Provide guidance and education to help clients make necessary improvements.
  • Assist with maintaining client records in accordance with organization’s CQI practices.
  • Work cooperatively with program staff to coordinate special events and activities.
  • Effectively address sensitive issues and maintain impeccable confidentiality.
  • Promote and support the mission, values and goals of the Circle of Care.
  • Participate in professional development opportunities, successfully implement new skills, & knowledge.
  • Perform all other duties as assigned.

 SKILLS and ABILITIES

  • Present exceptional customer service with high expectations for quality of service. 
  • Tolerance to work under adverse conditions. 
  • Open to learning and willing to use new skills and information; receptive to constructive criticism. 
  • Work independently, and as a team member, without constant supervision. 
  • Organized and detailed. 
  • Ability to use standard office equipment. 
  • Proficient in Microsoft Word and Excel with the ability to learn additional software applications. 
  • Capable of lifting heavy objects of up to 40 pounds and the ability to load children into car seats. 
  • Ability to ascend and descend stairs. 
  • Desire to work in a social service setting. 
  • Be familiar with all Circle of Care programs and facilities. 
  • Committed to the mission of Circle of Care and the service of homeless women and children. 
  • Ability to model appropriate social skills. 
  • Ability to work flexible hours including occasional evenings and weekends.  

 MINIMUM QUALIFICATIONS

  • Associates Degree preferred with a minimum of (2) years relevant experience or commensurate work experience.  
  • Demonstrated discretion in dealing with sensitive issues and client privacy. 
  • Pass a thorough background check, Department of Transportation check, pre-employment physical, and drug test as required by Department of Human Services. 
  • Possess a valid Oklahoma driver’s license and a good driving record. 

BENEFITS:

  • Health insurance - 100% employer paid
  • 403(B) with up to 6% matching
  • Dental insurance
  • Vision insurance
  • Employee assistance program
  • Flexible spending account
  • Life insurance - employer paid
  • Paid time off - vacation, sick, bereavement, birthday leave, maternity/paternity leave


EDUCATION:

  • Associate's Degree (preferred)
  • 2 Years of Administrative Experience (Required)
  • Oklahoma Driver's License (Required)


Circle of Care is EOE, drug-free employer. Please send cover letter, resume, and application (found on our website www.circleofcare.org).


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