Program Assistant

Position Summary: The Program Assistant will provide administrative and clerical support to the CA staff regarding requests submitted via the New York Times Community Fund (formerly Neediest Cases) which advocates for clients eligible for government benefits and dispenses relief for direct assistance to respond to family emergencies. The position requires good technical and interpersonal skills, flexibility, focus on detail, initiative, judgment, teamwork and dependability. The Program Assistant will dually report to the CWFS Budget Director and the EVP of CWFS. The position also requires the staff person to report to the office 5 days a week.

Essential Duties:

• Understand and promote the organization’s Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Oversee processing and distribution of all NYT Neediest checks and gift cards and collection of receipts.
• Maintain NYT Neediest database and ensure that all information related to distributions of funds are recorded in the database on a weekly basis
• Complete monthly reports on NYT Neediest Cases budget expenditures and balances.
• Work closely with caseworkers and other CA staff on the status of their NYT Neediest requests.
• Maintain vendor relationships, including pharmacies and utilities and follow up with vendors as needed.
• Submit check requests to Fiscal and follow up with Fiscal on status of checks.
• Complete monthly inventory and reconciliation of all gift card categories, maintenance of information gift cards logs and ensure orders with corporate office to replenish cards are submitted as needed.
• Provide investigative assistance with requests for electrical and rent arrear support; review and collaborate with the program team to find other supportive measures.
• Ensure compliance with funder expectations and provide support during program audits.
• Assist Marketing and Communications Department with the NYT Campaign needs on the direct assistance provided to families.
• Provide administrative support to department Director.
• Perform other duties as assigned

Minimum Qualifications:

• H.S. diploma/GED required

Key Competencies:

• Strong quantitative and analytical/problem-solving skills.
• Excellent computer skills, particularly Excel and Word.
• Must be highly organized and detail oriented, and work effectively under pressure individually and on a team·.
• Strong writing and communication skills.
• Strong interpersonal skills and the ability to manage a complex workload.
• General understanding of computer/web applications a must.
• Bilingual preferred

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children’s Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children’s Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children’s Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.