Program Assistant
Program Assistant
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Job Description
This is a temporary position with a threemonth assignment subject to review and evaluation at the end of the period.
SUMMARY: While delivering innovative solutions exceptional service and trusted results the Program Assistant maintains control of front office reception area; greeting persons entering establishment determine nature/purpose of visit and direct or escort them to specific destinations. The Program Assistant coordinates schedule provides overall administrative and program support to include receptionist duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Greet persons entering establishment determine nature and purpose of visit and direct or escort them to specific destinations.
- Type letters memorandum flyers and other office correspondence.
- Operate telephone switchboard to answer screen and forward calls providing information taking messages and scheduling appointments.
- Fax copy and mail correspondence.
- Manage office supply inventory and weekly staff request.
- Maintain control of the front office reception area.
- Set up orientation and workshop rooms.
- Review correspondence and data received to ensure accuracy and completeness prior to reporting.
- Assist with maintaining customer engagement via calls mailings and interoffice correspondence.
- Assist with maintaining program schedule and transitional phases.
- File and maintain records.
- Transmit information or documents to customers using computer mail or facsimile machine.
- Schedule appointments and maintain and update appointment calendars
- Analyze data to determine answers to questions from customers or members of the public.
- Provide information about establishment such as location of other offices employees within the organization or services provided.
- Works with a team of professionals to ensure contract goals are achieved.
- Adheres to Federal State and Contractor guidelines.
- Assist in Assembly of project audits and invoices
- Maintain correspondence with quality assurance career agents to ensure data accuracy
- Process all customer invoices
- Perform quality assurance review of customer time and attendance
- Back up to Quality Assurance Leader
- Present program data to our vendors and partners
- KRA representative in external meetings with the Program Monitor
- Monitor and assist customers utilizing the Resource Room
- Other duties as assigned
QUALIFICATIONS:To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.
CORE COMPETENCIES:
- Superior communication skills oral and written.
- Strong interpersonal skills.
- Strong project time management customer service and organizational skills
- Strong background in technology troubleshooting and navigating through webbased and job readiness support
- Ability to professionally adjust to unforeseen circumstances or programmatic changes.
- Ability to cultivate and manage high quality stakeholder relationships and demonstrated ability to work with a diverse workforce.
- Ability to function at a high level of discretion and confidentiality.
- Must be a selfstarter and committed to completing tasks timely which may include working additional hours and / or over the weekend as needed.
- Must be resourceful and able to work independently as well as in a team setting.
- Ability to type 40wpm or greater
- Experience with data gathering and input
- Bilingual preferred but not required
EDUCATION and/or EXPERIENCE:
- Associates degree from an accredited college or university. The degree requirement may be substituted for eight 4 years of professional work experience.
- Two 2 years of progressively responsible managerial or administrative work experience in a private or governmental organization.
OTHER SKILLS AND ABILITIES:Personal computer literacy required including effective use of the Internet email video conferencing (Zoom Teams) and Microsoft Office (Word Excel PowerPoint and Outlook).
PHYSICAL DEMANDS:While performing the duties of this job the employee is regularly required to walk sit talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
WORK ENVIRONMENT:The noise level in the work environment is usually moderate.
Employment Type
Temp
