Program Specialist, Cal-SOAP

The Program Specialist performs specialized and complex clerical duties for an assigned program or function, requiring independent judgment and knowledge of designated policies and procedures.  

Our agency provides employees with a positive work environment and the ability to balance work & home along with excellent benefits. Our benefit package includes: medical, dental, vision, life insurance including sick, vacation, and personal leave with 11 paid holiday’s and a fully vested retirement plan with an up to 5% match.

This position is full-time with full benefits and starting out between $22.00 – $22.35 per hour. 

Essential Duties and Responsibilities Other duties may be assigned.

1. Perform a variety of diversified clerical duties in support of an assigned office, including typing, filing, and duplicating materials; distribute, collect, and process materials as required.
2. Archive all program documentation to be easily accessible to locate and support audits.
3. Receive, greet, and direct visitors; respond to inquiries and provide general information concerning program or function services, activities, policies, and procedures to personnel, students, and the public.
4. Responsible for Governing Board oversight to include meeting agendas, notes, room scheduling, obtaining in-kind match via forms A & B, training of new Board Members in collaboration with the Program Manager, etc.
5. Answer phone calls and direct calls to appropriate personnel as required; take and relay messages as appropriate; refer visitors and callers to other programs, services, or agencies as appropriate.
6. Compile information and maintain a variety of records and logs related to assigned programs, services, and activities; establish and maintain filing systems; review and verify the accuracy and completeness of various documents.
7. Ensures all pertinent information gets input into the Cal-SOAP database; maintains automated records; generates reports and documents as requested; reviews and assures input and output data for accuracy; updates and maintains website information as assigned
8. Ensure data maintenance which includes participant and prospect information and mailing list.
9. Research, compile, and verify data and information; compute statistical information for various reports as necessary; process a variety of forms, applications, and paperwork; duplicate, assemble, distribute, collect, and verify the accuracy and completeness of documents.
10. Communicate with students, guardians, school personnel, and outside agencies to exchange information and promote services; help resolve issues or concerns; communicate in a designated second language as assigned by the position. Maintain and send out newsletter to partners and community members.
11. Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe, and distribute minutes as directed.
12. Monitor inventory levels of office supplies as assigned; order, receive and maintain inventory of office supplies.
13. Assist with tracking program expenses; collect invoices and account for various monies and fees for assigned program or function as required; assist with billing functions as assigned.
14. Support staff in events and presentations as needed and to help support their programs; Assist Program Coordinator with training and provide work direction and guidance to student workers as assigned.
15. Oversee and coordinate Cash for College workshops, Financial Aid Presentations, registration of Financial Aid workshops, and maintain workshop surveys and sign-in sheets. Collect Financial Aid application submission data.

Education and/or Experience  Associates Degree in a related field and three years experience in education, social service, or a related program or combination of education and experience.

 Computer Skills  To perform this position successfully, an individual should have knowledge of Internet software; Spreadsheet software, Presentation software and Word Processing software. Outlook/Calendar/scheduling skills

 Certificates, Licenses, Registrations Current valid California Driver’s License with the ability to qualify for coverage under the Agency insurance plan.

 Other Skills and Abilities Bilingual (English/Spanish) is preferred but may be required for the position.

 Please note: CommUnify has a mandatory COVID-19 Vaccination Policy with ability to request a vaccination accommodation due to medical or religious reasons.

CommUnify, AA/EOE