Program Assistant – Criminal Justice Collaboration & Finance

Application Deadline: 2024-04-08
Job Type: County
Job Description:

Are you a skilled multitasker with a knack for keeping things organized and running smoothly? We’re on the lookout for a Full-Time Program Assistant to support both the Criminal Justice Collaboration Division (CJC) and the Finance Division within the Department of Administration.

In this role, you’ll handle accounts payable tasks, manage data entry, track schedules, and coordinate meetings for both divisions. You’ll also provide essential support to program participants and department staff.

What we need:

Detail-oriented individual with strong organizational skills.

Represent the program with professionalism and enthusiasm, fostering a positive and welcoming atmosphere for clients at all touchpoints.

Proficiency in data entry and scheduling.

Good communication skills for liaising between divisions and stakeholders.

Flexible team player who can adapt to changing priorities.

Why join us?

Join a collaborative team where your contributions matter. As a Program Assistant, you’ll play a vital role in supporting essential divisions and making a real impact.

Anticipated starting pay range is between $22.42/hr and $23.67/hr.

Primary Responsibilities
The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Performs specialized accounting and bookkeeping support activities for the department such as:
Receives payments; reconciles cash receipts and prepares bank deposits
Posts payments and adjustments to client accounts
Enters charges and bills for services rendered
Manages assignment of Accounts Receivable
Prepares and posts journal entries as assigned
Prepares and updates financial spreadsheets, client records and prepares and analyzes a variety of financial/statistical reports required of the department, local, state or federal agencies.
Prepares correspondence as needed and according to department procedures.
Provides confidential administrative support and assistance to the Department of Administration.
Answers and screens calls and greets visitors providing information and assistance, taking messages, and directs calls as appropriate.
Prepares and communicates required meeting agendas and minutes.
Performs other duties of a comparable level/type, as assigned.
Assists justice involved individuals and program participants facing a multitude of challenges.
Provide case management support and assistance to participants as directed by program coordinators.
Assists participants in locating and applying for community and governmental resources or assistance.
Provides administrative and clerical support including receptionist duties, mail distribution, and ordering supplies.
Assists in data collection, tracking, and in the preparation of a variety of reports to CJCC stakeholders regarding program utilization and effectiveness.
Monitors and tracks grant expenses for reimbursement.
Develops, types, and transcribes a variety of materials including meeting minutes, spreadsheets, reports, correspondence, manuals, and policies and procedures.
Assist in compiling information and preparing monthly, quarterly, and annual fiscal and program reports for the county board, CJCC stakeholders, and state and federal government officials.
Performs a variety of clerical and support functions including the preparation of presentations, newsletters, contracts, brochures, correspondence, meeting minutes, spreadsheets, reports, and website updates.
Draft, proofread, edit, and distribute various agendas, notices, memos, minutes, and other documents.
Assist in conducting both observed and unobserved drug and alcohol testing for participants to include obtaining urine and saliva samples and following proper chain of custody for further lab analysis.

Deadline Note: 11:59 p.m.