Community Programs Assistant

JOB TITLE:    Community Programs Office Assistant

PROGRAM:   CSBG, LIHEAP, TEFAP, ESG

JOB STATUS:            _____ Exempt            _X__ Non-Exempt

                                    __X__ Full – Time     _____ Part - Time

STATEMENT OF THE JOB: Under the overall supervision of the Executive Director and the direct supervision of the Community Programs Manager.  Responsible for performing receptionist duties and providing clerical support for the agency.

ESSENTIAL FUNCTIONS:  

1. Serve as a member of the Administrative Office Team and the Community Programs Team in overall coordination and planning for Agency programs.
2. Maintain a cooperative and professional attitude with all staff, clients, volunteers, and community persons.
3. Greet all persons who call or visit the Community Programs Office and assist as needed. Assist in managing the agency phone system, including answering agency calls and processing all voicemails daily.
4. Responsible for sharing knowledge of current program requirements, local community resources, and other information and/or resources to assist clients.
5. Receive donations, provide receipts, and complete thank you notes to donors as needed.
6. Perform moderately complex data entry, data management, and clerical work (i.e. setting up files, filing, printing/ copying, running reports, shredding.) Pick up, process, and distribute Community Programs mail daily, including but not limited to, processing incoming mail. Must have all Community Programs outgoing mail in the AO front office no later than 4:00 pm each day. All interoffice mail must be delivered to the appropriate staff at a minimum of 8:30 am, 11:30 am, 2:00 pm, and 4:00 pm each day.
7. Assist with the delivery of services to all eligible clients through Low-income Home Energy Assistance (Li-HEAP), Emergency Solutions Grant, Weatherization, The Emergency Food Assistance Program (TEFAP), and other case management programs as applicable. 
8. Enter computer data and maintain documentation for the Food Pantry files.  Responsible for data management in all areas of food assistance programs. Must ensure data is fully completed and consistent between hard copies and information entered into all required software systems.
9. Responsible for recruiting, training and supervising volunteers (community volunteers and workers through the judicial system) to work commodity distributions and other food related projects. Maintain documentation on volunteers/workers.
10. Provide administrative assistance in the preparation of documents, events, meetings, reports, presentations, brochures, training materials, filing, service delivery, technology, technology maintenance, and other agency projects.
11. Responsible for being knowledgeable about community resources, including all food pantries, and updating the resource directory for Faulkner County annually.
12. Assist with completing Community Programs partnership agreements in the CSBG service territory for the agency.  Must maintain an agreements spreadsheet and database to ensure compliance with CSBG at all times.
13. Assist with processing all Community Programs volunteer applications, completing required checks, and approving/denying them as required.  Must maintain a volunteer database to ensure compliance with CSBG at all times.
14. Responsible for promoting a positive public image for the Agency through social media and public appearances.
15. Participate as an active member in the implementation of ROMA. Assist with the collecting, analyzing, and compiling of data related to CSBG community needs assessment.
16. Responsible for safeguarding all confidential information as it relates to your job duties.
17. Responsible for avoidance or appearance of fraud and assist in ensuring compliance in the overall management of the agency.

NON-ESSENTIAL FUNCTIONS: 

1.   Respect confidentiality in all aspects of the agency.
2.   Must be willing to participate in all training designed for professional development.
3.   Ability to handle stress, tension, and exasperation that contact with adults may bring every day.
4.   May be called upon to administer first aid at any time.  The incidental nature of this circumstance effectively establishes first aid as a collateral duty, rather than a primary one.
5.   Perform other job-related duties as necessary for the overall operation of the program.

JOB REQUIREMENTS:

1.   Educational Requirements:
   1. High school diploma or GED.
2.   Experience Requirements:
   1. Minimum of one year of work experience in business, customer service, or related fields. 
   2. Proficient computer skills with minimal errors.
   3. Proficient in Office 2016 or newer version.
3.   Physical Requirements:
   1. Valid driver’s license, access to transportation with liability insurance, and willing to use the vehicle for agency-related travel.
   2. Ability to travel out of the area overnight to attend training
   3. Ability to hear and communicate orally with children and adults.
   4. Specific vision abilities required by this job include close, distance, and peripheral vision, depth perception and the ability to adjust focus.
   5. Occasionally lift and/or move up to 50 pounds.   
4.   Skill Requirements:
   1. Ability to read, write, and perform mathematical calculations.
5.   Personal Traits:
   1. Confidentiality in matters related to duties is imperative. Ability to keep confidential information without inappropriately divulging it.
   2. Ability to work closely with co-workers, program staff and the general public.
   3. Ability to work with individuals of different cultural, linguistic and economic backgrounds.
   4. Be in sympathy with the concepts of the agency.
   5. Possess planning and organizational abilities. 
   6. Ability to make decisions and work without continual close supervision.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed above are representative of the knowledge, skill, and /or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Salary: $12.00 per hour, currently budgeted for 12 months.

Start Date: ASAP

Hours: Full-Time/Non-Exempt position, Mon.-Thurs. 7:00am-5:30pm with a 30 minute lunch. (Hours may vary when program delivery requires)

Benefits (for eligible full-time regular positions):14 paid holidays, 12 paid annual leave & 12 paid sick days per year; Employer provided life insurance, medical insurance supplement, education assistance, 401K with match, and more!