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Administrative Program Specialist

3 months ago

Fulton, United States Oswego County Opportunities, Inc. Full time
Job DescriptionJob Description

JOB SUMMARY:

Independently manages office and administrative functions in support of Education Services and the Director. Assists Director with daily activities and special projects. Performs or oversees a variety of components of department operations and administrative responsibilities within the service area with focus on overall operations and fiscal functions. Handles highly confidential professional and consumer information. Carries out duties in accordance with policies, procedures, applicable regulations and program performance standards.

JOB DUTIES AND RESPONSIBILITIES:

General Program Administrative Support:

  • Performs administrative and office operations activities for multiple supervisors and multiple program areas.
  • Monitors and anticipates the support needs of the Department Director and provides assistance by gathering data, records, reports, correspondences, etc.
  • Responds to various inquiries independently; refers or addresses appropriately.
  • Handles issues that arise on a daily basis; informs director of concerns that arise which require executive attention.
  • Answers incoming calls and assists callers in accessing services or connecting with appropriate staff; processes incoming and outgoing mail for programs.
  • Schedules meetings, prepares minutes and agendas and communicates with a variety of agency representatives.
  • Assists in developing forms, tracking records and revises annually.
  • Assists with contract preparation and contract management.
  • Performs related work and special projects as required; assists with grant writing, gathering information, collating.
  • Maintains a system to track licenses, inspections, employee background checks and monitoring reports, alerts Director of non-compliance.
  • Performs word processing and data entry on a routine basis including types and disseminates nutrition menus monthly, assists with developing/preparing reports as required and maintaining policy and procedure manuals.
  • Participates in, assists, and tracks Public Relations endeavors as assigned.
  • Scans and files documents into the program and Agency systems.
  • Assists with on and off site staff training, meetings and functions, reserving space, ordering food, ensuring supplies, sign-in sheets and evaluations are available; compiles feedback for outcomes.
  • Manages conference registration, reservations and books travel accurately and efficiently.
  • Handles confidential matters concerning operations, policies and practices; maintains strictest confidentiality.
  • Handles a variety of matters involving contact with various staff, board members, advisory committee, agencies, and the public.
  • Composes correspondence and disseminates to appropriate individuals.
  • Participates in professional development activities for skill maintenance, enhancement, and knowledge of services.
  • Assists in organizing special events/activities.
  • Handles the general supply ordering for office and supplies for all sites; maintains inventory and distributes.
  • Performs related work, reports and special projects as required.
  • Acts as liaison with IT, Facilities, Purchasing, Compliance and other agency entities, acts as software trouble shooter and trainer. Participates in Agency meetings and work groups and represents the Agency at external meetings as assigned.
  • Submits and manages work orders for Facilities, IT, Captain, HR, etc.

Fiscal Support:

  • Performs basic financial functions including processing check requests, credit card purchases, purchase orders and log information as necessary.
  • Audits petty cash accounts for all centers.
  • Tracks and documents donations, in-kind and volunteer hours.
  • Reviews monthly financial statements for accuracy, allowable and allocable charges, communicates with program and financial leadership if issues arise.
  • Reviews staff mileage sheets; checks calculations for accuracy, makes corrections and ensures coding.
  • Maintain E-rate database.
  • Maintain Head Start parent activity accounts for all centers.
  • Assist with processing monthly CACFP claim; assist with year-end day care tuition tax statements.
  • Monitors MWBE requirements are met.
  • Assist Financial Manager as needed.

JOB REQUIREMENTS:

  • Must maintain strict confidentiality with regard to Agency, employee, and client information.
  • Must be skilled in the use of a computer; Microsoft Office programs, and have experience in word processing, spread sheets, and databases.
  • Must be able to follow complex verbal and written directions.
  • Must readily acquire familiarity with the functions of Agency, State, and Federal organizations.
  • Must have thorough knowledge of administrative operations, secretarial practices, office management, and accounting.
  • Must have ability to compile data and prepare reports.
  • Must have excellent organizational skills and be able to devise systems to carry out tasks efficiently.
  • Must be able to exercise independent judgment, solve problems, and gain the cooperation of others.
  • Must be able to work with other staff and the public in a professional, pleasant manner and monitor volunteer clerical staff.
  • Must be self-motivated and flexible; must be able to handle multiple priorities with accuracy and detail.
  • Must have a valid NYS Driver's license and access to a reliable, properly insured vehicle for related travel throughout the county.
  • Must have acceptable physical and mental health to carry out the responsibilities of the position including manual dexterity and occasionally lifting of at least 35lbs.

MINIMUM QUALIFICATIONS:

  • High School diploma or G.E.D. supplemented by post High School education in business or secretarial science; and
  • Three years related administrative level clerical experience; or
  • Any acceptable combination of education, training, and experience.

Full-Time 37.5 hours per week

Monday through Friday – 8:30 am to 4:30 pm with flexibility

Oswego County Opportunities, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, creed, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, marital status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.