Administrative & Program Assistant

Summary/Objective

The Administrative & Program Assistant – Finance and Programs provides part‑time administrative, financial, and direct program support across Community Action of Allegan County. The position supports the CFO/COO and agency operations through correspondence, spreadsheets, data entry, records, research, reporting, scheduling, and paraprofessional accounting functions, while also providing hands‑on support for community programs such as the Diaper Bank, TEFAP, and other agency initiatives.

The role requires accuracy, confidentiality, responsive customer service, and the ability to move effectively between office based responsibilities and community‑facing program activities.

• Provide administrative support to the CFO/COO and agency operations, including preparing and editing correspondence, communications, reports, presentations, spreadsheets, and other documents.
• Design, maintain, and update spreadsheets, databases, calendars, files, records, and reference materials used for finance, program, and agency operations.
• Conduct research; collect, organize, and analyze information; and assist with preparation of reports, summaries, and other administrative or program documentation.
• Review source documentation for completeness, accuracy, authorization, and proper allocation to funds and cost centers; assist with payables, receivables, and other financial transaction processing as assigned.
• Enter and maintain client, program, financial, inventory, and service data in applicable software, spreadsheets, databases, and resource‑management systems.
• Provide direct assistance to clients, including intake support, eligibility guidance, distribution of program resources, and connection to additional internal or community services.
• Distribute program supplies, including food commodities, diapers, and other assistance, to clients and partner sites in accordance with applicable program requirements.
• Assist with setup, operation, and breakdown of distribution events, outreach activities, mobile services, partner‑site activities, and other community‑based program functions.
• Transport, load, unload, organize, and stage program supplies to support timely and accurate service delivery across agency and community locations.
• Build and maintain professional, respectful relationships with clients, staff, volunteers, vendors, and community partners and represent CAAC positively in the community.
• Assist in identifying client needs, operational concerns, service gaps, and opportunities for improved coordination based on direct client and partner interaction.
• Coordinate and complete project‑based work and assist with improvements to administrative, clerical, financial, and program processes.
• Maintain confidentiality of client, employee, financial, and agency information at all times.
• Greet and assist clients and visitors and direct them to the appropriate department, staff person, program, or external resource.
• Perform other duties as assigned by the CFO/COO or CAAC Leadership.

• Strong written and verbal communication skills and professional customer service skills.
• Excellent organizational skills, attention to detail, time management, and ability to prioritize multiple responsibilities.
• Ability to work independently while maintaining a collaborative, team‑oriented approach.
• Proficiency with Microsoft Office 365, including Excel, Word, PowerPoint, Outlook, and database or client‑management systems.
• Ability to enter, maintain, and retrieve accurate data across multiple software systems.
• Ability to adapt to changing work environments, schedules, program needs, and priorities.
• Ability to communicate program requirements and service information clearly and respectfully to clients and partners.
• Und…