School Based Programs Specialist

PRIMARY FUNCTION:

Provide regular clerical and administrative support to the Director of School Based Programs or other administrative staff, as necessary. Prepares correspondence and reports, maintains schedule and calendar, answers telephones, and maintains electronic/hard copies of files.

KEY ROLES (Essential Job Responsibilities):

• Works closely with Director of School Based Program to supervise school sites and implementation of ASES grant or other additional requirements requested by School Districts and The Boys and Girls Clubs of Greater Oxnard and Port Hueneme.
• Helps oversee and maintain Attendance Records per site, including auditing and double checking information for accuracy. For example, working closely with site coordinators and Attendance Committee, and reporting directly to Director.
• Helps train new coordinators and staff as needed.
• Performs regular clerical duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
• Maintains supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
• Maintains master schedule of Afterschool Program (ASP) activities and events, curriculum implementation, collecting and disseminating information to ASP Club staff coordinator, program aids, volunteers, members and families as instructed.
• Maintains master clearances for Afterschool Program containing, livescans, TB tests, CPR, First Aid and Paraprofessional Testing or confirmation of Academic Degree.
• Assists on scheduling professional trainings within and outside BGCOP and Paraprofessional testing with school districts.
• Answers telephones, providing general information, referring callers to other staff or taking messages as necessary.
• Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
• Monitor office supply inventory and order supplies as necessary.
• Manage inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed.
• Serve in BGCOP committees or projects as appointed or requested.
• Monitor and log staff attendance and transmit attendance data to payroll from time to time.
• Writes and Edits a quarterly newsletter for each School District (Fall, Winter, Spring, and Summer) in English and Spanish.
• On own initiative, draft or prepare correspondence in final version on administrative issues, and check correspondence submitted for the supervisor's clearance/signature, checking such for consistency, accuracy and compliance with the ASP or BGCOP and District rules and presentation standards, editing or returning such to originators, when necessary.
• Sets interviews with HR and partakes on the hiring process.
• Perform other related secretarial or administrative duties as requested.
• Assume other duties as assigned.
• Attends meetings with School Districts and Ventura County Office of Education at the discretion of Director.
• In the absence of the Director of School Based Programs, ensures the smooth running of the office by briefing the acting staff member in charge on ongoing issues and problems.
• Attend career fairs to promote and recruit as needed.

Requirements

SKILLS/KNOWLEDGE REQUIRED:

• Two-year degree in related field from an accredited college or university, or equivalent experience (BA preferred)
• Strong Management and leadership skills
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Good written and verbal communication skills
• Exceptional organization and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Goal oriented and outstanding time management
• Able to keep a great positive and can-do attitude
• Outstanding initiator
• Great working under pressure and deadlines
• Knowledge or experience with ASES, ELOP, or understanding of local school district

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

There are no specific physical requirements for this position.  A majority of the time is spent in an office sitting for extended periods of time at a workstation.  

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification.  It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Benefits

• $52,000 - $56,000/yr (Depending on Experience)
• Pension Plan (after meeting eligibility criteria)
• Paid Time off
• Health/Vision/Dental Insurance