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About the Role

The Program Assistant supports the daily operations of the Head Start program by providing administrative, clerical, and programmatic assistance to the Site Director and staff. This role is responsible for assisting with bookkeeping and financial recordkeeping, ensuring invoices are processed for payment, and maintaining an organized invoice tracking system.

Responsibilities

Supporting communication with families, staff, and community partners.
Maintaining office and classroom supplies.
Maintaining a monthly expenditure spreadsheet documenting program spending.
Tracking purchases and operating expenses.
Organizing receipts and supporting documentation.
Preparing monthly expense summaries for the Site Director.
Maintaining budget functions in partnership with the fiscal department.
Ordering program and office supplies.
Following up with vendors.
Managing inventory.
Processing travel and expense reports.
Preparing check requisitions.
Processing CACFP reports.
Preparing summary reports if applicable.
Tracking volunteer time.
Assisting teachers with classroom-related administrative responsibilities.
Assisting in classrooms and socializations as needed.
Translating for home visits.
Assisting with handling children transported by bus services.
Performing clerical functions for the program.
Preparing documents for meetings and reporting for all staff members.
Answering phones.
Translating for teachers and parents.
Checking and distributing mail daily.
Filing documents into master binders and child files.
Greeting and assisting parents.
Tracking attendance, absence call logs, enrollment, volunteers, and in-kind contributions in data systems.
Supporting staff with meeting enrollment targets.
Processing required staff and volunteer forms/documents.
Maintaining inventories for janitorial, office, and kitchen supplies.
Developing partnerships in the Brooklyn community.
Coordinating with the BTQ Fiscal Monitor on partner inquiries.
Maintaining efficient record-keeping systems of program supplies, expenses, and office inventory.
Processing program supply orders, diapering supplies, and classroom materials and furnishings for partner sites.
Performing other center-related duties around enrollment, scheduling, and parent communication.
Acting as a liaison for Cool Culture participation.
Managing required paperwork and communication with families for Cool Culture.
Performing other projects and program/fiscal responsibilities as assigned.

Requirements

Associate Degree, or BA Degree in Business Administration or related field required.
Excellent oral & written communication skills.
Some administrative experience preferred.
Excellent interpersonal skills.
Able to work independently & collaboratively.
Well-developed organizational skills including the ability to multi-task & manage time effectively.
Able to create, maintain and manage internal record-keeping on an ongoing basis.
Experience working with and knowledge of community resources, preferred.
Ability to foster and maintain positive, professional relationships with participating families.
Ability to use public transportation and travel independently.
Proficient computer skills including strong working knowledge of Microsoft Word and Excel.
Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department.
Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state).
Meet all employee health requirements in Head Start Performance Standards/Head Start Act 2007.
Bilingual English/Spanish Preferred.
Successfully clear NYS DOI Fingerprint Screening.
Successfully clear NYS Central Registry Clearance.
Successfully clear Sex Offender Registry Clearance.
Successfully clear 3 reference checks.
Successfully clear physical examination with updated TB test, Tdap, MMR, varicella (fees may apply).
Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards.
Obtain Mandated Reporter training certificate (every 2 years).
Comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect.
Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.

Skills

Excellent oral & written communication skills
Excellent interpersonal skills
Organizational skills
Ability to multi-task
Time management
Record-keeping
Proficient computer skills
Microsoft Word
Microsoft Excel
Bilingual English/Spanish

Location

Stuyvesant Heights Child and Family Center; 1825 Atlantic Ave., Brooklyn, NY

Work Type

Full-time

Experience Level

Some administrative experience preferred

Education Level

Associate Degree
BA Degree in Business Administration or related field

Salary/Compensations

$40,244.13 - $44,499.22

Benefits

Life insurance
401k plan
Vacation time-off
Personal time-off
Sick time-off

About the Company

The Early Childhood Services department operates the Head Start program.

Equal Opportunity

EQUAL OPPORTUNITY EMPLOYER (EOE)