Program Office Assistant

SUMMARY: The Program Office Assistant supports MSEHS’s Kootenai, Bonner and Shoshone offices by providing general administrative and facility support to include: general office work, payment processing, coordinating with vendors, answering phones, welcoming individuals to the center, credit card and cash reconciliation, and maintaining safe, clean, welcoming and inclusive centers for all individuals. Other duties include supporting program recruitment, enrollment, and promotion through assisting with community and program events, supporting families in the enrollment process, and distributing promotional materials to community partners.

SCHEDULE, TRAVEL AND LOCATION:

• This is a full time 40 hour per week position
• Office hours are 8:30 am – 5 pm, some flexible hours
• Potential to work a four day work week, with approval
• Most hours are in person and on site at one of MSEHS’s locations
• Some work will be completed off site at community events, community partner locations and other off site locations
• Example schedule may be: two days per week at Coeur d’Alene site, two days at Rathdrum site, one day at either Shoshone or Bonner County site
• Work location, days of week and flexibility around scheduling varies daily based on programmatic need
• Travel time and mileage reimbursement is provided

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Understand and implement MSEHS,’ Jannus’ and the Office of Head Start’s mission, philosophy, goals, priorities, and initiatives in a timely manner and as required
• Ensure compliance with federal, state, and local regulations as well as program policies and procedures
• Maintain a program-wide commitment to a family centered, strengths and relationship based program
• Exercise independent judgement within scope of responsibilities to prioritize tasks in the absence of specific instructions
• Maintain confidentiality, protect all personally identifiable information, and avoid conflicts of interest
• Maintain appropriate boundaries and adhere to MSEHS’ and Jannus’ Standards of Conduct
• Must be comfortable meeting new people and promoting a positive, professional image
• Time management, regular and predictable attendance, attention to detail, follow through, and the ability to support others and program services through effective use of technology
• Participate in internal and external committees and support center, program, and community events
• Willingness to regularly travel between Kootenai, Bonner and Shoshone County and locally using personal vehicle
• Ensure MSEHS is represented in a positive and collaborative manner at all times; professional attire is required

customer service & Program support

• Provide extraordinary customer service through daily administrative tasks such as: answering and directing phone calls and visitors, ordering inventory, drafting correspondence, processing payment requests, organizing documents for signatures, approvals, or printing, purchasing and distributing gas stipends, and reconciling petty cash and credit cards
  • Build positive working relationships with community providers, Jannus and MSEHS staff, parents, and others
  • Distributing recruitment materials to various community partners
  • Input data, inkind, and professional development entries into program databases with a high degree of accuracy
• Create and edit documents and meeting minutes with accuracy, professionalism, discretion and confidentiality
• Provide support for program and community events, such as: shopping, supporting registration, food preparation, providing childcare, helping to set up and tear down, and attending events to support recruitment and enrolled families
• Assist with Policy Council meetings to include development of assigned materials, mailing packets, calling to remind parents of meeting dates/times, and preparing and or securing food for members
• Delivering materials and food to families or community partners for recruitment or program events and classes
  • Support equipment inventories, reconciliation, and destruction processes, in accordance with Jannus policies
  • Maintain distribution of newsletters, staff lists, inventory, and other administrative materials
  • Assist playgroup staff with classroom clean-up and sanitizing
• Follow USDA guidelines in shopping, preparing and storing food, creating menus, record keeping, and cleaning. Must maintain Safe Food Handler’s certification once employed
• Support program wide outreach, recruitment, and enrollment through promotional activities, assisting with enrollment, researching new community partners, and ordering outreach supplies

Facilities Coordination

• Complete fire drills, health and safety checks, sanitization, MSDS sheets, and other maintenance/safety activities
• Ensure facilities are well-maintained and meet compliance and funding regulations by planning for, scheduling, and following up on ongoing and preventative maintenance and sanitization needs
  • Assist with building maintenance and communication/coordination of vendors
  • Maintain a clean and orderly center by stocking office and toiletry supplies, washing dishes, wiping counters, taking excess supplies and items to be donated or thrown away, and other light cleaning and organizing tasks

PROFESSIONAL DEVELOPMENT

• Participate in check in meetings, professional development coaching, performance appraisals, and establishing goals
• Be accountable, transparent and focused on continuous improvement, staying current on trends and new technology
• Use coaching and performance feedback to reflect on areas for development and be willing to learn and grow
• Give guidance to volunteers, parents, and interns as requested
• Attend local, regional and national conferences, workshops, and meetings (infrequent travel may be required)

PRECONDITIONS AND UNDERSTANDING

• Staff must be willing to work a flexible schedule, including very infrequent evening and weekend hours
• Maintain current driver’s license, proof of State required liability insurance, and a well-maintained vehicle
• Complete a physical exam and TB screening upon hire. Staff who test positive for TB are expected to follow medical guidelines. Complete periodic re-exams as prescribed by your health care provider and regulations
• Be willing to obtain and maintain CPR/1st Aid certification
• Pass a pre-employment federal criminal background check and every 5 years thereafter, if employed

EXPERIENCE AND EDUCATION REQUIREMENTS:

• Preferred: certification as an administrative professional or in MS Office or an AA degree in business, human resources, or a related field or a minimum of 1 year demonstrated experience in an administrative role in a professional office environment with proven knowledge of efficient/effective office procedures and facility oversight
• Demonstrate computer skills with Microsoft office products (i.e. Outlook, Word, and Excel); able to learn new software
• An unwavering commitment to a culture of belonging and to fostering diversity, equity and inclusiveness is at the heart of Jannus. We embrace and celebrate the diversity of our staff, partners, volunteers and the communities we serve as reflected in our dedication to furthering these values through our policies, programs and all that we do
• Exceptional interpersonal and communication skills, both verbal and written, to clearly convey information and ideas, to proofread for quality, accuracy and attention to detail, to gather input, and to listen actively
• Demonstrated ability to create original documents, correspondence, and reports using a variety of software technology
• Demonstrates good judgment and decision making with the ability to proactively identify issues needing escalation, exercising a high degree of independence, discretion and confidentiality

CERTIFICATES, LICENSES, REGISTRATIONS: None required at employment. Willingness to get Food Handler’s Card. Prefer certification in administrative support or MS Office

WORKING CONDITIONS: Works in general office environment; may occasionally be asked to work remotely

PHYSICAL REQUIREMENTS: Sitting, standing, walking, repeated hand and wrist motions (for computer use) are required, Infrequently, may be required to lift up to 40 pounds in the classroom, while shopping, at promotional events or while performing other tasks

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of this job.

To Apply:

Visit the Jannus Employment page at www.jannus.org/employment and click on the job posting link to be directed to a secure application portal. Please note that a cover letter and resume are required and applications will be considered incomplete without. If you are unable to submit the application through the electronic application process, please contact Jannus Human Resources at 208.336.5533. Applications will be accepted through June 25, 2023.

J a n n u s, Inc. is an Affirmative Action / Equal Employment Opportunity Employer

J a n n u s , I n c . shall abide by the requirements of 41 CFR sections 60-1.4(a)(7), 60-300.5(a) and (d), 60-741.5(a) and (d), and 29 C.F.R. Part 471, Appendix A to Subpart A, if applicable. These regulations prohibit discrimination against qualified individuals including on the basis of race, color, religion, age, gender, pregnancy, national origin, mental or physical disability, genetic information, sexual orientation or gender identity, veteran status or disability, military status, or any status protected by federal, state or local law and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment women, minorities, qualified protected veterans, and individuals with disabilities.