Program Assistant

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This range is provided by Grand Street Settlement. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$39,990.19/yr - $51,879.71/yr

TITLE: Program Assistant

DEPARTMENT: Early Childhood Services

LOCATION: Bushwick Child & Family Center: 319 Stanhope St., Brooklyn, NY 11237

REPORTS TO: Early Head Start-Child Care Partnership (EHS-CCP) Program Manager

SALARY RANGE: $39,990.19 - $51,879.17 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

DATE: August 2025

SCHEDULE: Monday - Friday, 8am - 4pm, or 9am - 5pm. Schedule may vary due to program needs.

JOB SUMMARY: Responsible for handling both the administrative & financial tasks to support the Early Head Start Child Care Partnership Program’s overall operations.

Education, Experience And Skill Requirements

• Associates degree or BA degree in Business Administration or related field required
• Excellent oral & written communication skills; ability to communicate clearly
• Excellent interpersonal skills
• Able to work independently & collaboratively
• Proficient in Microsoft Word & Excel and also in Google Docs & Sheets
• Must be able to maintain confidentiality, efficient time management, excellent organizational skills and attention to details and accuracy.
• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Strong desire to gain knowledge and adheres to Head Start Performance Standards & other fiscal requirements (local/state)
• Bilingual - Spanish speaking

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, 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
• Mandated Reporter training certificate (every 2 years) and 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.
• Meets all health requirements in Article 47 (DOHMH) and Head Start Performance standards.

• Program Support - Manage office operations in collaboration with the EHS-CC Partnership Program Manager, program staff, partners, consultants and vendors such as; administration of managing calendars, provider list, scheduling meetings and preparing documents.
• General Office Support - Performing general office duties such as answering phones, managing correspondence, delivery packages, maintaining files, document preparations for meetings, including sign- in sheet, minutes of all meetings.
• Update policies and procedures as needed to ensure HSPPS Program and Design Management requirements.
• Update and maintain in the drive files Partner Licenses, Liability Insurance and other docs as necessary.
• Financial Record Keeping/Reporting - Maintain budget functions such as; tracking accurate financial records - expenses and payments. Coordinate with BTQ Fiscal Monitor on partner inquiries. Follow up with vendors when needed, assist with the preparation of monthly in-kinds from donations/volunteer work. Assist EHS CC Program Manager in reviewing variance reports.
• Data Entry - Inputting financial data into accounting systems, ensuring accuracy and completeness. Consists of inventory of expenses - office supplies, program supplies, and diapering supplies/ classroom materials for partner sites.
• Invoicing and Payments - Preparing and process by coding invoices, managing accounts payable and receivable, and ensuring timely payments during aging report.
• Communication/Coordination - Maintain ongoing communication with GSS management, program staff, vendors, and program partners.
• For orders and events logistics (i.e., ordering supplies, food…