Program Associate

COUNTY OF GREENE JOB VACANCY

POSTING DATE: 11/21/2023 CLOSING DATE: 12/1/2023

POSITION: Program Associate

DEPARTMENT: Greene County Planning & Community Development

SALARY: $16.35/hour (MG PG 4)

HOURS: 8:30AM to 4:30PM Monday through Friday (1 hour unpaid lunch)

35 hours per week

BENEFITS: Full County Benefits after 90-day probationary period

OVERALL OBJECTIVE OF THE JOB:

The Greene County Planning & Community Development Department Associate performs a variety of secretarial, fiscal and administrative functions in a timely manner to assure efficient operation in all aspects of the Planning & Community Development Department, including Planning, Industrial Development Authority (IDA), Redevelopment Authority County of Greene (RACG), Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) as well as assist the Executive Director – Community Development.

ESSENTIAL FUNCTIONS OF THE JOB:

· Communicates with Directors to perform administrative duties in support of financial and administrative activities and operations.

· Process and maintain CDBG/HOME vendor and contractor invoices, packing slips, purchase orders, and check requests for accounts payable; ensure accuracy of invoice, proper coding, account classification, cost/fund distribution, process documents for payment,

· Maintain audit trail and supporting document files; review files to determine accuracy of supporting documents; inform appropriate managers or vendors when additional support documents are required.

· Prepare periodic detail and summary reports on account status, as requested; maintain monthly postage.

· Maintain a variety of hard copy and/or electronic documents and records.

· Provide assistance to co-workers, as well as to management and directors.

· Answers and screens incoming calls for the staff and responds to routine inquiries or directs the calls to appropriate individual for help.

· Arranges and schedules the times for the meetings, appointments, trainings, and travel arrangements for project managers and program directors.

· Prepares purchase requisitions for materials and supplies, manages the required procurement, maintains office equipment and service of office equipment and ensures they are within the budget.

· Coordinates staff and directors in resolving day-to-day administrative tasks

· Updates manuals and other information needed within the department.

· Update/Maintain QuickBooks accounting software for the CDBG/HOME program.

· Prepares business correspondence with respect to packages, faxes and letters.

· Maintain a variety of hard copy and/or electronic documents and records thru Docuclass.

· Enters invoices into Microix and maintain files as directed

· Reviews and monitors department expenses and coordinates administration reimbursement through the CDBG/HOME Program.

· Works closely with the County Controllers offices to manage expenditures for the CDBG/HOME Program.

· Prepares any required fiscal reports for all funding sources within the Development offices

· Communicates with project managers in support of financial activities and operations.

· Follows all fiscal rules, regulations, policy and procedures set forth by county, state and federal governing agencies.

· Opens, logs and distributes all incoming mail.

· Maintains Planning & Community Development Department vacation calendars to ensure office coverage.

· Assists with the facilitation of community meetings.

· Assists with the maintenance of files.

OTHER DUTIES OF THE JOB:

1. Attend training and conferences as required.

2. Maintain confidentiality of office affairs.

3. Perform other tasks as assigned by the Directors to ensure that program quality and requirements are maintained.

4. Perform other duties as needed by Director(s).

SUPERVISION RECEIVED:

Receives supervision from the Executive Director County Development.

SUPERVISION GIVEN:

None.

WORKING CONDITIONS:

1. Works indoors in adequate office space, with adequate lighting, temperatures and ventilation.

2. Normal exposure to noise and stress, but subject to frequent disruptions.

3. Normal indoor exposure to dust/dirt.

4. Travels occasionally when needed to perform essential functions of job.

PHYSICAL AND MENTAL REQUIREMENTS:

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.

2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting and reaching necessary to carry out job duties.

3. Medium work with occasional lifting/carrying of objects.

4. Sedentary work with occasional coordination movements of fingers/hands to simple movements of feet/legs and torso necessary to carry out job duties.

5. Must be in good general health and demonstrate emotional stability.

6. Must be able to cope with the physical and mental stress of the position.

7. Must be able to pay close attention to details, coordinate efficiently and concentrate on work.

QUALIFICATIONS:

A. EDUCATION/TRAINING:

Any combination of education and experience sufficient to successfully perform the essential functions of the job.

B. WORK EXPERIENCE:

Previous employment in clerical office work, sales and promotions, or work in grants coordination, marketing, and/or the facilitation of professional relationships and interactions with governmental grants. Other experience suitable to the position as stated below, or an equivalent combination of training and experience.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. Must possess valid driver’s license and provide their own transportation.

2. Must possess above average communication and interpersonal skills.

3. Must possess the ability to work independently on complex administrative tasks.

4. Must possess the ability to maintain confidentiality in regard to County information and records.

5. Must possess considerable knowledge regarding the utilization of computers and applicable software (i.e. Word, Excel, and GIS) – Pictometry a plus but can be trained.

6. Must possess ability to analyze statistical data, complete surveys, research and develop reports, coordinate work in conjunction with project time-frames

7. Must possess ability to prepare written correspondence, reports, advertisements, brochures, flyers and a variety of other documentation.

8. Must possess knowledge of modern office practices and procedures and the ability to perform same in an efficient manner.

9. Must possess mental alertness, clerical aptitude and a general knowledge of business, English and grammar and the ability to apply these skills with accuracy and reasonable speed.

10. Must possess basic math skills and ability to accurately prepare required reports and mathematical record keeping.

11. Must possess the confidence and ability to meet and interact effectively with co- workers, private businesses, engineering firms, developers, contractors, private and public for- profit and non-profit organizations, municipal and county officials and the general public.

12. Knowledge and ability to respond accurately and professionally to routine questions/inquiries regarding department operations and procedures.

13. Must be able to assess the scope of a problem and supply a viable solution.

14. Must possess the knowledge and proven ability to research, prepare applications, and secure the funding resources necessary to support County initiatives.

15. Must possess a working knowledge with regards to county economic development, community development, and housing.

16. Must possess initiative and problem-solving skills.

17. Must possess excellent organizational skills and the ability to coordinate several schedules and details or projects with accuracy and efficiency.

18. Must possess the ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

HOW TO APPLY:

Interested internal candidates should send resume to the Human Resources Department.

External candidates should complete an online application at www.co.greene.pa.us.

In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

The County of Greene is an Equal Employment Opportunity Employer.

Job Type: Full-time

Pay: $16.35 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person