Administrative Support Representative

Company Overview:

If you are looking to join a social services organization where you can impact the lives of children, then this position may be the right fit for you. Programs for Parents is a non-profit organization that works to ensure children get the best possible start in life. We do this by supporting children, families, and childcare providers in Essex County through advocacy and action, providing education and referrals, sharing best practices, and helping families access available financial resources.

Essential Duties and Responsibilities:

The Subsidy Programs Department provides financial assistance to eligible parents, guardians, and foster parents with the costs of child care. As an Administrative Support Representative, you will be primarily responsible for organizing and filing participant documents to ensure they are in audit-ready condition. Specific duties include:

• filing participant documents and other data in both paper and electronic form.
• gathering and organizing files and documents for co-workers to use.
• labeling and updating paper files.
• putting both digital and paper files in their proper locations.
• processing file requests.
• printing and distributing documents.
• photocopying documents.
• entering data into internal and external databases with a high degree of speed and accuracy.
• retrieving data from internal and external databases.
• processing incoming and outgoing mail.
• informing supervisor of maintenance or repair needs of various office equipment as needed.
• managing department supplies.
• providing other related duties as requested, assigned, or directed to meet the needs of the Department.

Knowledge and Skills:

• Ability to meet productivity standards within established timelines
• Excellent organizational and time management skills
• Strong attention to detail
• Ability to multi-task in a fast-paced environment
• Ability to enter data with a high degree of speed and accuracy

Physical Tasks:

• Ability to work in basement file storage area
• Ability to walk and climb stairs
• Ability to safely position and climb ladders
• Ability to carry/lift up to 25 pounds

Education and Experience:

• High school diploma required