CEAP Department Assistant

Job DetailsJob Location: Amarillo Office - Amarillo, TX 79101Position Type: Full-Time/Part-TimeEducation Level: 2 Year DegreeSalary Range: $16.56 - $19.50 HourlyTravel Percentage: Up to 25%Job Shift: AnyJob Category: AccountingPosition Summary

The Program Assistant will provide essential administrative and operational support to the program team in delivering services and ensuring the effective management of the program or service. The role involves coordinating program activities, assisting with client interactions, managing documentation, and supporting the program's goals. The Program Assistant will work closely with program staff to ensure smooth operations and contribute to the overall success of the program. 

Essential Duties:

Reviews and retrieves client information for program services eligibility; schedules client appointments for direct services and/or referrals; maintains a list of external services and resources
Arranges client appeal hearings; types and drafts hearing summaries and maintains official files of all appeals
Collects and tracks payments for program compliance; reconciles payments through finance department monthly; investigates payment and service delivery inquiries
Schedules and organizes complex activities for program personnel such as meetings and travel; prepares meeting materials, sends invitation, prepares and delivers agendas, etc.
Creates, develops, types, and designs general correspondence, visual presentations, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar, and layout and edits as needed, taking responsibility of all final copy and ensuring both quality and accuracy
Takes clear and accurate notes at department meetings; prepares draft meeting minutes
Creates and implements appropriate and efficient filing systems; maintains accurate and up-to-date files, records, and documentation in accordance with applicable policies; maintains the integrity and confidentiality of files and records
Assists with the preparation of audit work papers and various reports; gathers necessary account information and documents to perform annual audit
Assists with payroll and Accounts Payable functions including processing, fixing processing errors, and reconciling reports to ensure accuracy and proper vendor payments, to avoid client service interruptions.
Organizes and prioritizes large volumes of information
Performs timely and accurate data entry and maintains appropriate agency systems
Performs periodic audits of files and records to ensure that all required documents are collected and filed appropriately;
Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
Assists in the development of funding source reports, grant applications, and other materials
Answers phones, takes and delivers messages, drafts written responses or replies via phone or e-mail when necessary; regularly responds to inquiries and requests for information
Performs general clerical work in relation to program administration and program personnel support
Answers questions from applicants, clients, and employees relative to PCS programs and resources
Acts as a liaison between PCS and the public, developing and maintaining positive relationships with community partners, community service providers, and vendors
Assists program leadership with ensuring compliance with applicable laws and grant guidelines
Provides program leadership with assistance in the execution of program strategies and initiatives; facilitates strategic thinking to overcome obstacles and achieve grant goals
Conducts research on funding sources; assists in the development of funding sources
Maintains and builds positive relationships with all levels of staff
Acts as a primary point of contact within assigned program and provides program information to all employees, serving employees with excellence in a manner aligned with organization values and purpose; acts as a program advocate internally and externally (ex: preventative health)
Conducts self and performs work in an ethical manner in accordance with PCS standards of conduct, and other applicable policies
Attendance and participation in organizational team meetings and all staff days is required, some of which may be off site and on weekends
Other duties as assigned.

Employees assigned to transportation will also be expected to complete the following list of essential duties:

Implements vehicle preventative maintenance programs; performs minor vehicle maintenance as needed
Performs all fleet maintenance actions and regularly inspects vehicles before and after repairs, paying special attention to any repairs made
Conducts daily vehicle safety/damage spot inspections
Completes and corrects problem pre-trip and post-trip inspections as required
Travels as needed to respond to vehicle breakdowns or emergencies
Ensures vehicle fleet DOT compliance and reporting; assists program leadership with ensuring compliance with other applicable laws and grant guidelines
Regularly takes and maintains inventory of vehicle parts and supplies; orders supplies as required
Serves as a driver when needed
Performs timely and accurate data entry and maintains appropriate agency systems; inputs inspection and maintenance information into the appropriate systems and/or software

Other Duties:

Maintains a strong working knowledge of PCS standards including policies and procedures, organizational standards, grant and program compliance, procurement standards, and all other applicable policies and procedures as outlined by PCS.
Trains as a Department Assistant in other program areas; steps in to assist other program areas as a Department Assistant whenever needed and as assigned
QualificationsQualifications

Education/ Experience:  High school diploma or equivalent or 1+ years of relevant experience required; associates degree or bachelor’s degree in Social Work or related field preferred; 2+ years of experience in a clerical or administrative role preferred; 1+ years of experience in vehicle and preventative maintenance and 1+ years transporting passengers is preferred for Transportation department. Some experience in a Community Action Agency or other similar non-profit organization preferred;

Licenses and Certifications:  Notary Public preferred. Some Departments will require a Class B Commercial Drivers License with Passenger Endorsement.

Skills: 

Excellent verbal and written communication skills.
Excellent interpersonal skills; ability to empathize with others.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines; ability to prioritize tasks.
Excellent customer service skills.
Strong critical thinking skills.
Knowledge of area services, resources, and reporting systems.
Ability to work independently and within a team.
Strong knowledge of vehicle repairs and maintenance.
Strong knowledge of DOT compliance and reporting requirements
Working knowledge of state and federal regulations and compliance requirements.
Some knowledge of Generally Accepted Accounting Principles (GAAP)
Proficiency with or the ability to quickly learn the systems utilized by the organization, such as Client Tracking and Accounting software.
Proficient with Microsoft Office Suite or related software.
Proficiency with or the ability to quickly learn the systems utilized by the organization.
Basic math skills required.
Proficiency in understanding, speaking, and writing in English.

Other Requirements:  Valid driver’s license required. Must have liability insurance coverage. Bilingual ability in understanding, speaking, reading, and writing both English and Spanish preferred.