FSACE Program Assistant I

Summary/Objective

Under the direction of the FSACE Regional Manager, the FSACE Program Assistant I is responsible for providing administrative support and general assistance to the FSACE Regional Manager to generate reports, handles routine written and oral correspondence and providing program support as needed.to carry out CSBG/FSACE work programs.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Prepares, types, copies, scans, process files, files reports and other materials as needed.

· Enters supply orders into web-based purchasing system for Regional Manager’s review and approval.

· Manages all incoming calls, takes message and schedules appointments.

· Handles correspondences and reports.

· Daily e-mail engagement and response.

· Completes processing of vouchers, invoices, check request and checks.

· Prepares program vouchers, enters and manage changes in program ledger.

· Updates client cost in STARS database system.

· Assists with oversight of FSACE program activities by performing program file audits.

· Manages calendar and arrangements for local meetings/ trainings.

· Prepares and records minutes of team meetings.

· Participates and conducts presentations at all designated outreach activities as requested.

· Performs pre-screening of all potential program participants.

· Assists with workshops, prepares certificates, maintains attendance sheet.

· Performs other duties as assigned.

Competencies

· Ability to plan and manage work flow.

· Ability to multitask.

· Strong communication skills, including the ability to speak and write effectively and professionally.

· Attention to detail and timeliness in meeting deadlines.

· Problem solving and critical thinking skills required.

· Excellent interpersonal skills.

· Self –motivated, have initiative and the ability to work under minimum supervision at times.

· Demonstrated proficiency in the Spanish language (written and verbal) preferred.

Supervisory Responsibility

· This position has no supervisory responsibilities.

Work Environment

· This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

· 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.

· While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, electronic devices or controls, and reach with hands and arms; lifting/pulling/pushing. The employee is frequently required to stand, talk and hear.

· While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Expected Hours of Work

· Days and hours of work are normally Monday through Friday, 8:30 a.m. to 5 p.m.; however, schedule may change based on program needs; some weekends may be required.

Travel

· Travel throughout suburban Cook County. Candidate must have regular access to an automobile; must possess and maintain an applicable Illinois Driver License and Auto Insurance that meets the State requirement.

Required Education and Experience

· High diploma or equivalent required.

· Minimum of two years of experience in in an office setting.

· Previous experience in a not-for-profit of social services environment.

· Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook.

· Experience in creating charts, graphs and PowerPoints; Knowledgeable of SharePoint is a plus.

Additional Eligibility Qualifications

· Associate Degree preferred.

AAP/EEO Statement

CEDA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, CEDA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

CEDA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of CEDA’s employees to perform their job duties may result in discipline up to and including discharge.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.