SCHOOL AGE PROGRAM ASSISTANT (OFFICE AUTOMATION)

Full Job Description

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The primary purpose of this position is to provide clerical support to the Youth Center to include School Age Program, Teen, Membership, Part-Day, and Sports Programs, as well as, assisting the directed activities by providing children with safe, healthy, and developmentally appropriate care In order to qualify, you must meet the specialized experience requirements described in the Office of Personnel Management (OPM) Qualification Standards for General Schedule Positions, Clerical and Administrative Support Positions SPECIALIZED EXPERIENCE: Applicants must have at least one (1) year of specialized experience at the next lower grade GS-04, or equivalent in other pay systems.

Examples of specialized experience includes performing a full range of standard and non-standard clerical assignments such as preparing a wide variety of recurring correspondence, internal reports, and other documents; preparing, submitting and maintaining time and attendance records; requisitioning office supplies and printing support; monitoring and managing reception desk, receiving telephone calls, greeting visitors, monitoring sign-in/out procedures and staff to child ratios; preparing billing documentation, completing, collecting, and recording fees, coordinating enrollment and orientation; providing administrative support to customers; resolving a variety of recurring/ non-recurring problems.

OR EDUCATION: Four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college or university.

One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

NOTE: You must submit a copy of transcripts.

OR COMBINATION OF EXPERIENCE AND EDUCATION: A combination of education and experience may be used to qualify for this position, only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement.

One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. NOTE: You must submit a copy of transcripts.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Knowledge of rules, procedures, or operations applied to secretarial and clerical assignment to perform the routine, procedural work of the office, such as preparing and editing documents, maintaining files/records, and making and preparing travel arrangements.

Knowledge of Youth Center programs and procedures to screen telephone calls and visitors and prepare and review correspondence.

Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

Ability to locate, assemble, and compose routine, non-technical information for recurring reports and inquiries.

Knowledge of various word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, form letters, and publicity flyers.

Skill in typing; a qualified typist is required. Ability to communicate effectively, both orally and in writing. Ability to plan, organize work, and meet deadlines.

Ability to learn funds handling techniques and procedures, use cash registers, adding machines, and other office equipment.

Incumbent must possess maturity, and judgment and be capable of handling emergency situations common in dealing with Youth Center environment.

Must possess or be able to obtain and maintain a valid driver's license to drive to activity locations.

PART-TIME OR UNPAID EXPERIENCE: Credit will be given for appropriate unpaid and or part-time work.

You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

VOLUNTEER WORK EXPERIENCE: Refers to paid and unpaid experience, including volunteer work done through National Service Programs (i.e., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student and social).

Volunteer work helps build critical competencies, knowledge and skills that can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Major Duties:

Prepares a wide variety of recurring correspondence, internal reports, flyers, monthly calendars, and other documents from information obtained from the staff, files, and other sources; reviews and finalizes documents prepared by others.

Monitors and manages the reception area.

Monitors from work station through closed-circuit surveillance camera all activities of children and staff while in classrooms and center, and notes any discrepancies to the Youth Center Director IAW Child Abuse procedures.

Monitors staff/child ratio to ensure proper scheduling of staff.

Receives telephone calls, greets visitors, ascertains the nature of the call or visit, and provides complete and clear information that addresses most routine or procedural issues.

Requires visitors to comply with sign-in/out procedures and escorts visitors while in the facility. Performs other clerical and administrative work in support of the office/organization.

Uses varied functions of multiple office automation software to create, format, modify, edit, and print a variety of letters, reports, memos, and other textual documents.

Records and prepares agendas, minutes of staff meeting, parent meetings, and advisory committees.

Assists in the School Age, Teens, Membership, and Sports Programs during periods of staff shortage and staff breaks as needed.

Accepts applications for full time and hourly care of children, and membership programs. Computes, collects, records, and deposits fees and other service charges.

Assists in developing plans, creating schedules, and monitoring USDA program for the Youth Center. Assists in the control of facilities, equipment and supplies.