HELP WANTED – PROGRAM SUPPORT SPECIALIST
General Summary | The program support specialist performs complex administrative support work while applying policy and procedure in support of all human service programs within the scope of Giles County Administration.
Responsibilities
- Schedules and coordinates arrangements for the Family Assessment and Planning Team (FAPT) and the Community Policy and Management Team (CPMT) case presentations as requested by Human Services Director
- Sets up annual calendars for FAPT, CPMT and workgroups
- Assists with processing of invoices
- Assists with preparing vendor contracts
- Assists with preparing purchase of service orders
- Establishes and maintains office files of case records, reports, correspondence and miscellaneous information, in an organized fashion
- Screens and sorts mail and documents
- Types reports, letters and minutes from rough draft to final copy ensuring accuracy and completeness
- Collects required FAPT documentation from participating agencies
- Assists with purchasing of materials following policy and grant guidelines
- Completes client intake paperwork as needed
- Monitors compliance of Day-Won/Recovery Court participants, including but not limited to drug screen administration, curfew checks and home visits
- Participates in weekly Recovery/Day Won workouts
- Participates in court hearings and compiles related reports
- Substitutes for Human Services Director in meetings as needed
- Schedules use of space for outside agencies
- Compiles and disseminates meeting packets and agendas
- Obtains signatures for FAPT and CPMT documents
- Makes copies of shared paperwork to disseminate to appropriate staff and update service spreadsheets
- Compiles vendor reports for files
- Answers phone and take messages
- Operates a variety of office equipment including computer, copier, scanner and other information processing equipment
- Provides customer service on various functions to both internal and external customers
- Assists other department staff, in a small department, with a variety of tasks and covering office functions as needed
- Performs other duties as assigned
Position Specifications
Educational Experience
High school diploma or equivalent supplemented by business courses, administration, secretarial technology, office management or any other equivalent combination of education and considerable experience in secretarial, financial or administrative abilities with demonstrated attention to detail. Associate’s Degree is preferred with a working knowledge of human services a plus.
Required Experience
- Any combination of education and experience equivalent to a High School Diploma with an Associate’s degree field preferred. Background in human services a plus.
- Computer skills with proficiency in Microsoft applications including Word, Excel and PowerPoint are also necessary along with the ability to establish effective working relationships with diverse groups.
- Ability to interpret and implement policies as well as skilled in office administration, financial tracking, document management, record retention, communication and clerical functions.
- Ability to perform complex tasks requiring independent knowledge and its application to non-routine situations.
- Ability to maintain the confidentiality of information handled in the department
- Ability to exercise tact, diplomacy and courtesy when dealing with the public, varying agencies and others within the organization.
- Ability to exercise some decision-making authority on procedures and operations using guidelines in place.
Work Environment, Physical Requirements and Compensation
This requires the following physical demands: light lifting, carrying, pushing items and/or pulling; ability to sit for long periods of time. This position will start at $50,000-55,000 and will commiserate depending on experience.
To Apply
Please submit a Giles County application and resume, obtainable HERE and mail to: Giles County Finance Office, 1 Taylor Avenue, Suite 2, Pearisburg, VA 24134. Application and resume may also be emailed to mbray@gilescounty.org . Applications are also available at the Giles County Administration building. Position is open until filled.
