• PROGRAM ASSISTANT

    Job details

    Salary
    $18.25 an hour
    Job Type
    Full-time

    Full Job Description

     
    Program Assistant
     


    (Job Description)


    Department: Community Services

    Category: RFT/RPT/TOC


    Reports to: CS Director


    Hours of Work: 40 hours/Varies


    PCN: S405

    Level: G-08


    FLSA Status: Non-exempt

    Date Approved: 3/4/14

     

    SUMMARY
    The incumbent is responsible for administrative duties and overseeing general office flow, performing both clerical as well as non-clerical duties.
     


    JOB DUTIES

    • Coordinates and maintains program calendar and agenda. Assists staff with community events in organization and purchases for event supplies.
    • Answers telephone calls in a professional and positive manner, directs calls to appropriate party and takes messages as required. Answers questions regarding general information of the program.
    • Greets visitors in a professional and positive manner, determines the purpose of the visit, and directs to the appropriate staff member.
    • Maintains program personnel files in a manner that all employee evaluations, training needs, certification requirements, and other time-sensitive information is received and forwarded to the FNA HR department in a timely and accurate manner.
    • Coordinates relevant paperwork for hires, transfers, and promotions (PAF’s) as well as terminations and routes to the FNA HR department in a timely and accurate manner.
    • Collects and reviews timesheets and routes to the FNA Payroll Department in a timely and accurate manner.
    • Provides general clerical support to the program, which includes sorting, filing, maintaining source documents, typing correspondence/reports, and expediting departmental needs.
    • Writes, tracks and processes purchase orders, invoices, and answers tracking and related questions from FNA Accounting Department.
    • Composes letters, memos, and other correspondence for program staff, as needed.
    • Orders and stocks office and program supplies.
    • Maintains files of current documents, forms, and other material pertinent to program administration.
    • Assists supervisor in tracking and monitoring program soft ledger.
    • Assists supervisor with the proposal and program development as well as grant budget management. Compiles and types statistical reports as requested.
    • Participates as a member of the Health and Safety Committee.
    • Fills in for the Case Managers, as needed.
    • Perform other job-related duties as assigned.

     


    NECESSARY KNOWLEDGE, SKILLS, AND ABILITY

    • Knowledge of programs/agencies serving the Fairbanks North Star Borough.
    • Ability to report to work in a timely manner.
    • Knowledge of customer service concepts and practices.
    • Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.
    • Skill in the operating personal computers utilizing a variety of computer software.
    • Skill in managing multiple priorities and tasks concurrently and meet deadlines.
    • Skill in oral and written communication.
    • Skill in establishing and maintaining cooperative working relationships with colleagues, supervisors, and consumers.
    • Ability to work independently as well as with teams.
     


    MINIMUM QUALIFICATIONS (Education & Experience)

    • High school diploma or equivalent.
    • Three (3) years experience involving data entry and/or performing diverse administrative duties.
    • A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.
     


    PREFERRED QUALIFICATIONS (Education & Experience)

    • Associate’s degree in Office Management and Technology or related field.
    • Four (4) years experience performing diverse administrative duties.
     


    WORKING ENVIRONMENT

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
     

    The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities. The office is a non-smoking facility with outside smoking areas. Requires local travel between various program components of FNA which may involve exposure to extreme weather conditions. Works in an environment where protection of consumer confidentiality is essential. Personal Protective Equipment will be provided where/when needed.
     


    SPECIFICATIONS

    Supervision Received:
    Position receives direct supervision from immediate supervisor; however, the incumbent is expected to effectively perform day-to-day activity as denoted within the job description. Work will be monitored through weekly meetings, monthly reports, and regular communication with your supervisor. General guidelines for operations are based on program requirements and the general policies and procedures of FNA.
     

    Supervision Exercised:
    No supervision requirements for this position.
     

    Position Impact:
    Impact at the program level is high. Program’s level of compliance with program standards is directly affected by the effective performance of duties, especially as they relate to providing program services.
     

    Contacts:
    Contacts may include, and not limited to, volunteers, organizational staff, consumers, and outside agencies.
     


    ACKNOWLEDGMENT STATEMENT

    This Job Description describes the essential functions and qualifications. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job; and management has the exclusive right to alter this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, job-related duties. This document is not intended to exclude modifications consistent with providing reasonable accommodation for a disability.
     

    This position will (or may) require you to frequently (or incidentally) drive your personal vehicle for FNA business. Per FNA’s automotive insurance policy, in order to drive a FNA-owned vehicle, an individual must be at least 21 years of age. In order to drive a FNA-owned vehicle with consumers in the vehicle, an individual must be at least 25 years of age. No employee may transport a FNA consumer in a personal vehicle.
     

    Continued employment status will be contingent upon satisfactory completion of a criminal background investigation and the pre-employment drug testing process. Where required, continued employment status (post job offer) will be contingent upon employee providing certification of annual tuberculosis (TB) screening and medical certification that employee does not, because of infectious or communicable disease, pose a direct threat or significant risk to the health and safety of program participants or others in the workplace.
     

    Notice: All employment at the Fairbanks Native Association (FNA) is “at will.” This means the employee or FNA may terminate employment at any time and for any reason. Unless specified in writing, no duration of employment is expressed or implied for this position. Your signature indicates that you have read this Job Description and understand the essential functions of and qualifications for the job.
     
     
     
    Locations
    (1)
    This company is hiring for this role at multiple locations.
     
     
     
     
     
     
     
     
    Fairbanks Native Association
    7 days ago