Program Assistant

Good Shepherd Children & Family Services provides the highest quality foster care and treatment foster care, adoption, expectant parent counseling, maternity shelter, pregnancy services and advocacy. In response to the call of Jesus Christ, the Good Shepherd, to help those in need, we connect children with families and keep families connected.

Job Summary

The Program Assistant is a part-time position that provides administrative and other support to program staff.

Job Responsibilities

OVERVIEW & RESPONSIBILITIES
Facility
• In coordination with the agency’s Facilities team, be the local liaison for general maintenance of facility including regular cleaning and pest control as well as identifying new maintenance needs, service repairs or safety issues.
• Under the direction of the Lead Programs Assistant, assure that the office is outfitted with needed supplies and equipment to create a productive work environment.
• Be the point person for technicians providing needed service/maintenance for office equipment (i.e. copiers, fax, etc)
• Model and promote an office culture of picking up after yourself and keeping the office tidy outside of regular cleaning.
• Manage the petty cash drawer for the St. Francois County office.

Reception
• Greet guests and connect them to appropriate staff.
• Maintain office security by following safety procedures and controlling access via the front lobby reception area (monitoring log book, issuing visitor badges, allowing access to appropriate persons).
• Answer the main phone line, respond to general inquiries and direct calls appropriately.
• Assist clients seeking to contact their worker; respond in a professional manner to clients in crisis.
• Consult with Program management staff as needed in response to client questions.
• Handle all client information in a confidential manner in compliance with agency policy.
• Receive and distribute mail to appropriate people and offices. Ensures outgoing mail is ready for pick-up and delivery.
• Establish office procedures, which enable smooth operation of the St. Francois County office site.

Record Keeping
• Assist in filing as needed.
• Assist staff in preparing the case record for closure.
• Assure closed records are filed appropriately.

Data Entry
• Develop a working knowledge of the following data systems: Fam Care, FACES, CSWIS, OnBase, Binti.
• Assist in data entry into the electronic client records as directed by program management.
• Assist Foster Care staff in FACES data entry as directed by program management staff.

General
• Assist program management and GS leadership staff with special projects as assigned.
• Participate in special program and agency events that support the general function of the agency.
• Attend GS all staff meetings and relevant department meetings as requested.
• Compose and disseminate meeting minutes as directed.
• General typing projects as assigned.
• Become a notary and provide notary services for agency staff.
• Promote a positive atmosphere in the office.
• Other duties as assigned.

Job Requirements

High school graduate required; some college preferred. 2 years experience in an administrative support position. Experience in working in a social service environment preferred.

Good Shepherd Children & Family Services does not discriminate on the basis of handicapped status in the admission or access to, or treatment or employment in, its federally assisted programs and activities. Good Shepherd Children & Family Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or disability.

Pre-Employment Screening
All candidates receiving an employment offer must submit a pre-employment screening. The screenings will include criminal background check and other background checks (as needed), Family Care Safety Registration, drug screen, an employment and education or licensure/certification verification, and Covid-19 and Influenza vaccination. Various positions will require physical examination, Tuberculosis screening and Hepatitis A. All offers are contingent upon successful completion of required screening.