pdf Program Assistant - PBIS Popular

THE POSITION BELOW IS VACANT IN THE DEPARTMENT OF EDUCATION:

POSITION TITLE:              Program Assistant (Positive Behavioral Intervention &                                                 Support)

LOCATION:                         St. Croix District

Interested persons should contact: DIVISION OF HUMAN RESOURCES
careers.stx@vide.vi

Deadline for applying:           Until Filled

Starting Salary:                      $40,000

Union:                                      Exempt

** Please note this position is federally funded and is subject to the availability of funds. **

DESCRIPTION
An employee in this class performs under the general supervision of a Division head or District
Director of the area of appointment, providing administrative support to the overall office 
management and coordination. The Program Assistant is responsible for the confidential support 
regarding administrative activities of the office of appointment as well as the implementation and 
management of the designated program.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)
•        Schedules meetings and assist with materials and logistics;
• Obtains prior approval for items including extensions, budget revision requests, changes and 
other approvals as requested and justified by policies and procedures of the Department of 
Education;
•         Oversees office systems, administrative needs, filing and record-keeping;
•        Prepares letters and purchase orders, requisitions, expense claims or checks for 
signature;
•       Ensures timely payment of invoices;
•      Demonstrates   unremitting   effort   to   improve   operations,   decrease   turnaround   
times, streamline work processes, and work cooperatively to provide quality seamless service;
•         Interprets, explains and applies departmental rules and regulations and legal documents;
•        Displays pleasant telephone and business manners;
•      Maintains a positive work atmosphere by behaving and communicating in a manner that supports 
a professional work environment; • Exhibits strong interpersonal skills by communicating in a highly professional manner with 
administrators, callers and visitors by responding to inquiries and requests or directing as 
appropriate;
•        Provides  information  regarding  programs,  courses,  policies,  and  procedures  to  
internal  and external  contacts;
•        Maintain records, completes federal forms and writes program reports;
•       May supervise clerical support staff;
•        Works as part of a team and displays willingness to communicate problems to the 
supervisor;
•        Assists in keeping office setting neat and organized;
•        Assist with implementation of activities, including aiding with logistics and with writing 
and producing  materials;
•        Assist the Director in responding to e-mails, phone calls, legislative inquiries, and 
other action-oriented   requests;
•       Performs related work as required.

KNOWLEDGE AND ABILITIES
•      Knowledge of state and local laws and Department policies and procedures;
•      Knowledge of principles and practices of office management;
•      Knowledge of Microsoft  word, Microsoft excel or other budgeting or office related software;
•    Ability to communicate orally with customers, clients, or the public in face-to-face one- 
to-one settings, via telephone or in group settings;
•      Ability to comprehend and make inferences from written materials;
•      Ability to operate a variety of standard office equipment;
•      Ability to produce written documents with clearly organized thoughts using proper sentence  
construction,  punctuation,  and  grammar;
•      Ability to review or check the work of others to ensure conformance to standards;
•      Ability to make independent decisions to resolve problems or conflicts;
•      Ability to work cooperatively with other Department of Education employees, community 
workers, and the public;
•      Ability to articulate the rules, regulations and procedural practices of  the office;
•       Ability to work independently;
•      Ability to prepare data collection instrument, conduct research, compile data, and write 
reports;
•      Ability to plan and outline the procedures necessary for the completion of evaluation 
reports;
•      Ability to make detailed presentations;
•      Ability to express oneself clearly and concisely in verbal and written communication;
•      Ability to work with diverse populations, styles and workplaces;
•      Ability to thrive in a fast-paced, multifaceted environment.

FACTOR II: SUPERVISORY CONTROLS
•    Employee works under the supervision of a higher-level officer who describes scope of goals 
and objectives and furnishes guidance only on critical issues;

•    Incumbent plans and schedules own work and/or work of others based on the understanding of 
broadly defined objectives and priorities, supervisor reviews work after completion;
•      Work is reviewed through conferences, reports and achievement of objectives;
•   Instruction provided only in new situations, methods, procedures that are not clearly related 
to existing tasks and duties.

FACTOR III: GUIDELINES
•    Applicable federal and local laws as well as Department, policies, guidelines and procedures 
must be followed.

FACTOR IV: COMPLEXITY
•    Work is of a demanding, confidential, and organizational nature;
•    Wide   variety   of   complicated   tasks   requiring   coordinating   numerous   
processes/methods, careful  interpretation  and  discretion.

FACTOR V: SCOPE AND EFFECT
•   Responsible for performing administrative staff assignments and office management work for a 
departmental division or activity center in order to advance the goals and objectives.

FACTOR VI, VII: PERSONAL CONTACT AND PURPOSE OF CONTACTS
•    Contacts   are   with   co-workers,   supervisor   and   other   administrative  officials   
to   provide
administrative staff support in the areas of fiscal management, personnel management, and other 
administrative functions and to represent the department, explaining agency’s programs and 
procedures.

FACTOR VII: PHYSICAL DEMANDS
While performing the duties of this job, the employee is required to:
•    Sit and/or stand for long periods;
•    Talk and hear within normal range;
•    Reach with hands and arms;
•    Read fine print, and review information on a PC monitor, as well as, hard copy output;
•    Manipulate objects with fingers. For example, using a keyboard;
•    Move about and exert some physical dexterity.

FACTOR VIII: WORK ENVIRONMENT
•     Work environment involves normal everyday hazards or discomforts typical of offices, meeting 
and training rooms;
•    Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work 
environment;
•     Exposure to deviations from pleasant environmental conditions is only occasional;
•    The likelihood of injury is remote.

MINIMUM QUALIFICATIONS
•      A Bachelor’s degree in secretarial arts, business administration or organizational 
development;  OR

•       Associates degree in secretarial studies, business administration or organizational
development and at least two years of related experience; or
•      High School Diploma and three years of administrative experience.
Interested