Program Assistant (SCHOOLS) Provisional

Position Type :

Clerical / Program Assistant (SCHOOLS)

Date Posted : 8 / 6 / 2025

Location : Various

Closing Date : 12 / 09 / 2025

Anticipated Vacancy :

Program Assistant (Schools) PROVISIONAL

(3.0 FTE)

LOCATION(S) : Adult Learning Institute / CTI

DISTINGUISHING FEATURES OF THE CLASS :

This position is responsible for the performance of support functions for a program or service funded by government. The position is found across a variety of offices and departments and requires the performance of various clerical functions. Employees will learn specific clerical and regulatory requirements and processes involved in maintaining the functional programs of the unit or office. This position would be expected to perform the following functions depending upon unit needs : collecting, confirming and transcribing data from a variety of sources; entering information into a terminal and extracting this information in a variety of formats; answering inquiries from the public regarding eligibility and the provision of services; maintaining manual and automated logs and records; overseeing a centralized function such as mail distribution, fleet management or inventory. Initially, employees' work will be directly reviewed and supervised to be sure the employee is learning and applying rules and procedures of the office. As job familiarity increases, the employee will have leeway for completing work assignments independently under the prescribed procedures. This position does not supervise other employees but may direct the work of aides, interns, temporary employees and other lower level employees.

TYPICAL WORK ACTIVITES :

The following is indicative of the level and types of activities performed by incumbents in this title. It is not meant to be all inclusive and does not preclude a supervisor from assigning activities not listed which could reasonably be expected to be performed by an employee in this title.

• 1. Works with members of the public to gather or provide information concerning a program; prepares and processes records relating to such transactions, including applications, routine correspondence and database administration;
• 2. Gathers, collates, and summarizes information concerning a unit's programs or activities;
• 3. Prepares, receives, reviews, and verifies documents;
• 4. Performs data entry to open and close files;
• 5. Contacts other agencies and departments to gather routine information or to explain routine requirements for unit programs;
• 6. Screens and assembles specifically identified records and files for storage or disposal in accordance with established records control schedules;
• 7. Maintains property and equipment records, conducts physical inventories;
• 8. Prepares vouchers and reviews information for correctness and to ensure that funds are available for payment;
• 9. Assists in organizing program functions such as registration by gathering information, making arrangements and reservations, assembling informational packages, etc.;
• 10. May specialize in centralized support service functions such as mail distribution, fleet management, ordering / distribution of supplies, equipment and expendables;
• 11. Maintains databases and produces lists or compiles information in accordance with program requirements;

12. Monitors files or cases for receipt of necessary forms / documentation and takes follow-up action including making phone calls and sending standardized letters.

FULL PERFORMANCE KNOWLEDGE, SKILLS, AND ABILITIES :

Knowledge of the rules and procedures of programs necessary to process work independently and assist the public; knowledge of office practices necessary for interacting with staff and the public, processing work flow, and filing and retrieving information; knowledge of software packages for word processing to produce memos and letters, and database management and spreadsheets to compile and produce lists; knowledge of computational skills to process and reconcile vouchers, perform cashiering duties, maintain inventories and keep records of program activities; skill in operating office equipment to produce work accurately and efficiently; ability to interact with a variety of people for the purpose of exchanging information concerning programs; ability to organize, maintain and extrapolate information from records; personal characteristics necessary to perform the duties of the position; physical condition commensurate with the demands of the position (in some positions, may be required to transport objects / equipment weighing up to 45 pounds).

MINIMUM QUALIFICATIONS :

Graduation from high school or possession of a high school equivalency diploma AND :

EITHER : (A) Completion of two years (60 standard credit hours) of college, business or

OR : (B) Two years of full-time general office work experience which involved public

OR : (C) An equivalent combination of training and experience as defined by the limits of

NOTE : Your degree or college credit must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education / U.S. Secretary of Education.

SPECIAL REQUIREMENTS :

Candidates must indicate keyboarding ability; i.e., courses in keyboarding or keyboarding work experience.

In some positions, candidate may be required to possess a New York State Driver License at time of appointment and to maintain position.

This is a competitive Civil Service position and requires the applicant to be reachable on the future Dutchess County Human Resources Certification Eligible List.

GRADE LEVEL : N / A

START DATE : Immediately