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Program Assistant - Family Youth Outreach Program

Wednesday, 02 August 2017
Program Assistant - FYOP
BGCGG provides hope and opportunity through school age, family strengthening, and community outreach programs, offering over 60 program locations that serve over 6,000 children daily and 10,000 families annually. BGCGG’s mission is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. Our vision is to ensure that the children and youth who attend our programs become competent adults, caring parents, and responsible citizens.
Class: Non-Exempt, Part Time
Hourly Rate: Starting at $13.71/hour 
Hours: 20-25 hours/week, including evening and weekend hours – must be available 11am-8pm Monday-Thursday, 9am-6pm Fridays, and Saturdays from 9am-5pm
Location: FYOP
Contact: Human Resources, 714-530-0430
Primary Function: Assists in English and Spanish correspondence and communications, reports, data entry, office upkeep, record keeping, scheduling, purchasing, equipment maintenance, volunteer supervision, financial records and opening and closing the office.
Oversees the administration of FYOP programs and activities that support the BGCGG mission: Establishes priorities consistent with organizational goals and mission, Oversees the provision of daily program activities in accordance with established priorities, timelines and goals
Works with supervisor to establish and maintain program goals and processes that ensure the health and safety of staff and clients
Ensures program staff and volunteers understand and effectively communicate standards of programs and policies
Assists FYOP Director in orienting and training staff in BGCGG policies and FYOP procedures
Assists in training and overseeing volunteers
Strategic Planning
Assists supervisor in program development, implementation and operations
Assists in evaluating program on a continual basis and ensuring programs respond to current community needs
Health & Safety
Ensures program meets health and safety standards and ensures the safety of all clients
Takes actions to prevent accidents and responds to injury and signs of illness; ensures emergency procedures are implemented and followed
Ensures that the front desk has coverage and that all clients are greeted when entering the building and are referred to the correct area
Resource Management
Uses QuickBooks to collect and document payments, produce invoices for FYOP services, submit adjustment forms to finance dept as needed, and audits finances monthly; ensures deposits are done daily and brought to the Administrative Building three times a week
Completes monthly inventories and submits supply orders monthly
Receives referrals, creates client case files, updates waitlist daily, conducts diversion intakes, facilitates diversion programs and classes as needed, tracks class attendance and survey answers for evaluation, assists in monthly case file audits, and provides translation for FYOP services as requested
Assists in proper record keeping and reporting, including activities and events, conducted breakdowns of daily participation figures, notable achievements and any programs/issues
Provides ongoing feedback and regular appraisal; identifies and supports areas for program improvement and staff development
Ensures that all facilities, equipment and supplies are maintained 
Oversees client data collection and scheduling software for monitoring and evaluating schedules and program outcomes
Trains staff in the use of computer software and checks for accuracy; processes client logs, terminations and contact letters 
Effectively uses Microsoft Office applications, electronic scheduling and database software
Ensures that office equipment is maintained and repaired as needed
Marketing & Public Relations
Increases staff awareness of other Family Strengthening  Programs and BGCGG programs and updates
Develops and maintains collaborative partnerships with families, community leaders and organizations 
Attends coordination meetings, case management and informational meetings in order to maintain and develop community partnerships and other meetings as necessary
Assists with special events, makes necessary follow up calls, reports all child abuse cases to CAR and completes reports as needed
Ensures a productive work environment by working as a member of a team, contributing to team meetings and providing information to support decision-making  
Continuously develops own knowledge and skills, manages own time and resources 
Performs all other duties as assigned
Ensures program updates are effectively disseminated and communicated to FYOP team
Answers phone calls, checks voicemails, completes referral forms, documents contact, takes messages and transfers calls to appropriate staff 
Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, assists with requests and address complaints
Maintains close, daily contact with staff, clients, parents and supervisors to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct, and advise/counsel 
Maintains contact as needed with external community groups, schools, clients, BGCGG partners and others to promote BGCGG programs and events
One year experience and AA degree in related field; experience working with families and youth
Six months of administrative or front desk experience in an office setting 
Bilingual capabilities required (Spanish or Vietnamese)
Reliable transportation, safe driving record, valid CA driver license, 2 years of driving experience, and automobile insurance required 
Knowledge, Skills, & Abilities
Demonstrated experience in office administrative duties and case management
Knowledge of administrative and clerical procedures and systems such as managing files and records, following up on phone calls, receiving and documenting payments, conducting meetings, completing reports, and tracking data
Ability to work with diverse populations in a culturally competent manner
Ability to be resourceful and possess a knowledge of other community mental health resources for families
Strong organizational skills with attention to detail, ability to follow-up and manage demanding workload
Ability to prioritize and complete multiple tasks within expected deadlines
Strong communication skills; both written and verbal, and ability to provide feedback regularly
Excellent documentation skills with demonstrated ability to write clearly, concisely and descriptively
Ability to remain objective in crisis situations and maintain healthy boundaries at all times
Must work cooperatively and positively in a team approach with staff and management personnel
Ability to work professionally and productively with minimum supervision and to take initiative on projects
Knowledge of proper HIPAA and confidentiality regulations; ability to contribute to the quality of a high performing team
Proficiency in using a variety of computer software applications, specifically, Excel, Word, Publisher and Outlook
Skills working one-on-one with youth; ability to speak in front of large and small groups
Skilled in speaking in front of groups; skills in reporting on budgets, program outcomes, purchasing and maintenance needs
Skilled in providing effective training; networking skills and ability to establish collaborative relationships
Must have sound judgment regarding safety; must take initiative for problem solving
Ability to adapt and be flexible; ability to uphold the organization’s mission and values
Position may require standing/sitting for extended periods of time, dexterity of hands and fingers to operate office equipment, reaching overhead, above the shoulders and horizontally, bending at the waist; seeing to review and analyze reports, documents or other reports; hearing and speaking to communicate and provide information to others; speaking to be heard before groups of people; position may require to lift, carry, pull or otherwise move objects between 10-20 pounds
BGCGG is an equal employment opportunity employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, gender expression, gender identity, marital status, or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities. I acknowledge that employment with BGCGG is based on the mutual consent that either I or BGCGG can terminate employment at-will with or without cause at any time. I understand and am capable of performing in a reasonable manner, with or without a reasonable accommodation, the duties and responsibilities described above.
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