Program Support Specialist-Caring Together Program

The Program Support Specialist is responsible for delivering day-to-day administrative, clerical, and operational support to ensure the Caring Together Program functions efficiently and effectively. This role manages incoming referrals, performs accurate data entry into electronic record‑keeping systems, generates weekly reports, and provides general administrative support to program staff and agency leadership. The Specialist also supports program intake, participant engagement activities, and maintains a welcoming and well‑organized office environment.

Essential Duties and Responsibilities

Administrative Support - 50%

• Prepare, review, and maintain charts, spreadsheets, reports, correspondence, and other documents.
• Assist with technology needs and basic troubleshooting.
• Process incoming referrals for agency programs.
• Coordinate incoming and outgoing electronic and physical mail.
• Perform clerical and administrative tasks such as drafting correspondence, creating spreadsheets and presentations, and maintaining organized filing systems.
• Generate reports as requested and upload/scan required documents.
• Serve as backup support for conducting program eligibility screenings.
• Process internal supply order requests and maintain inventory of office supplies and equipment.
• Submit invoices and receipts through electronic request systems.
• Coordinate with vendors, contractors, and program participants as needed.
• Greet visitors, answer incoming calls, and manage mail distribution.
• Support agency leadership by scheduling internal meetings, preparing agendas, and taking minutes.
• Assist with planning and supporting agency events and program activities (e.g., trainings, educational sessions, receptions).
• Provide support on special projects as assigned.

Program Support - 40%

• Assist with program intake and referral screening procedures.
• Prepare and distribute weekly referral activity reports.
• Support participant orientation processes.
• Assist with creating monthly activity and meal calendars.
• Conduct follow‑up calls to program participants as required.

Facilities Support - 5%

• Maintain a clean, welcoming, and professional office environment.
• Ensure office and kitchen supplies remain stocked and properly inventoried

Education:

• High School degree or equivalent with 2 plus years of related experience OR
• Associates degree in a related field and/or related experience AND
• At least two years of related experience is required.