Program Assistant; SCHOOLS Provisional

Program Assistant (Schools) PROVISIONAL

(3.0 FTE)
• LOCATION(S):
Adult Learning Institute / CTI

This position is responsible for the performance of support functions for a program or service funded by government. The role spans various clerical and administrative tasks, supports program operations, and interacts with the public regarding eligibility and service provision. The incumbent will learn and apply clerical and regulatory requirements specific to the unit or office.

• Work with members of the public to gather or provide information concerning a program; prepares and processes records related to transactions, including applications, routine correspondence, and database administration.
• Gather, collate, and summarize information concerning a unit's programs or activities.
• Prepare, receive, review, and verify documents.
• Perform data entry to open and close files.
• Contact other agencies and departments to gather routine information or explain routine requirements for unit programs.
• Screen and assemble specifically identified records and files for storage or disposal in accordance with established records control schedules.
• Maintain property and equipment records and conduct physical inventories.
• Prepare vouchers and review information for correctness to ensure funds are available for payment.
• Assist in organizing program functions such as registration by gathering information, making arrangements and reservations, assembling informational packages, etc.
• Specialize in centralized support service functions such as mail distribution, fleet management, ordering/distribution of supplies, equipment and expendables.
• Maintain databases and produce lists or compile information in accordance with program requirements.
• Monitor files or cases for receipt of necessary forms/documentation and take follow-up action, including making phone calls and sending standardized letters.

• Knowledge of rules and procedures of programs necessary to process work independently and assist the public; knowledge of office practices for interacting with staff and the public, workflow processing, and filing and retrieval of information; proficiency with word processing, database management, spreadsheets, and computational skills for voucher processing, cashiering, inventory management, and record keeping; operational skill with office equipment; strong interpersonal and organizational skills;

personal characteristics to perform job duties; physical condition to transport up to 45 pounds as required.

High school graduation or equivalency diploma AND one of the following:

• Two years (60 credit hours) of college, business, or secretarial school.
• Two years of full‑time general office work experience with public contact and keyboarding.
• Combination of training and experience equivalent to the above.

NOTE:

Degree or college credit must be awarded by an accredited institution recognized by the U.S. Department of Education.

Keyboarding ability must be demonstrated; courses or work experience in keyboarding required. Some positions may require a New York State driver’s license at the time of appointment and to maintain the position.

This is a competitive Civil Service position and requires applicant to be reachable on the future Dutchess County Human Resources Certification Eligible List.