Administrator Program Coordinator I

Division: Family Development Department

Benefits: Yes

FLSA Status: Non-Exempt

Salary: $20.88 Hourly Rate

Type: At-Will, Full Time

 

Work Schedule: Monday-Friday 8:00 a.m. to 5:00 p.m.

POSITION SUMMARY

Under the direction of the Manager of Administrative Support, the Program Coordinator I work with the objective of supporting the mission of CAPSBC and supporting all CAPSBC programs. This position shares operational and development responsibilities. The Program Coordinator I support the operational and administrative needs of the programs. This position has a diverse range of responsibilities requiring excellent organizational and multi-tasking skills. This position is characterized by a high degree of confidentiality and a substantial level of independent action.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Serves as the agency's lead staff member to develop, implement and maintain reporting compliance requirements through
    Results-Oriented Management and Accountability (ROMA).

  2. Works on the development, submission, and monitoring of the Agency's Community Action Plan, including conducting public hearings throughout all supervisorial districts of San Bernardino County. Coordinates with board members to engage their participation throughout this process.

  3. Conducts planning studies and surveys; research, complete and maintain current statistics and demographics on low-income and homeless families/persons.

  4. Research and implement various processes to engage a larger audience for specific events.

  5. Assists in conducting periodic evaluation and monitoring of Agency programs to ensure contractual and Strategic Plan compliance.

  6. Develops and maintains resources for meeting the needs of target groups.

  7. Prepares/compiles comprehensive programmatic reports and correspondence.

  8. Provides information to clients, public and private groups, and CAPSBC staff in oral and written presentations. 

  9. Reviews identify and distribute information and materials

  10. Writes requests for proposals (RFPs) and analyzes the proposals.

  11. Compiles marketing and program data for multiple state reports.

  12. Represents the Agency through making presentations to interested community-based organizations and other agencies seeking information on program services.

  13. Identifies emerging trends to enable the Agency to seek funding to address priority initiatives.

  14. Attends board committee and subcommittee meetings and tracks the progress, actions, and minutes from those meetings. 

  15. Attends and participates in various state, legislative, and community meetings.

  16. Reviews all submitted documents and reports for errors and omissions.

  17. Takes the lead on a wide range of projects and initiatives.

  18. Assists with the planning, marketing, and implementation of CAPSBC events.

  19. Organizes yearly program evaluations.

  20. Assists in the development of resources for CAPSBC programs, including researching, interpreting, preparing, and marketing information for grant applications and other funding sources as needed.

  21. Attends conferences, workshops, training sessions to stay abreast of the latest trends and technology as directed; performs other duties and works overtime as directed

KNOWLEDGE OF

  1. Principles of grant writing.

  2. Budget preparation and control procedures.

  3. Effective communication and public relations techniques.

  4. Principles and practices of program development, management, coordination and review.

  5. Principles, practices, and procedures of fiscal, statistical, administrative research and report preparation.

  6. Principles of Internal Revenue Services (IRS) tax programs, credits and forms.

ABILITY TO

 

Maintain strict confidentiality; analyze and interpret contract language; plan, develop, and direct multiple projects; establish and maintain community relationships; speak effectively before small and large group of people; plan and organize work to meet schedules and changing deadlines; read, write, and speak English at a level appropriate for the position; independently compose and prepare correspondence and memoranda; complete client related forms, files, and documents in a timely manner; prepare a variety of clear and concise administrative and financial reports; coordinate and participate in the management of assigned program components; effectively communicate and interact with personnel at all organizational levels; operate Agency/personal vehicle for official business purposes in a safe manner; understand, interpret, and apply administrative and office policies and procedures; assess community needs to develop appropriate service partnership(s) for assigned programs; stay overnight on out-of-town assignments and work on weekends and overtime when requested in advance; work in a fast paced environment with strict deadlines and a high degree of public contact by phone or in person; perform a full range of complex and responsible program and technical support as well as difficult administrative duties involving the use of independent judgment and personal initiative; analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of program goals; communicate and deal diplomatically and tactfully with persons from varied social, economic and cultural backgrounds over the telephone and in person; proficiently operate standard office equipment, including computer hardware and software applications associated with performance of assigned work (i.e., MS Word, MS Excel,  MS PowerPoint, MS Outlook, Adobe Reader, Web Browser and Case Management software).

SKILL SET

Knowledge of principals of grant writing, fiscal, IRS tax program, statistical research, report preparation, and program development and management. Excellent verbal and written communication skills. Communicate diplomatically with clients from varied social, economic and cultural background. Work independently and meet deadlines, operate agency/ personal vehicle for official business, proficient in Word, Excel, Access, PowerPoint, Outlook, Adobe Reader, Web Browser and Case Management software.

MINIMUM EDUCATION AND EXPERIENCE

  1. Thirty (30) semester forty-five (45) quarter units of completed college coursework in behavioral science; public/business administration, social science, education, or a closely related field.

  2. Three (3) years of responsible administrative experience in coordinating and/or developing a social service program or program component providing comprehensive social services to low-income individuals and families.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

Position requires intermittent sitting, standing, walking, twisting, and bending. Simple grasping and hand manipulation, as well as, reaching above and below shoulder level.Must be able to lift boxes weighing up to 25 pounds. Requires working indoors in a temperature-controlled environment with some exposure to copies and printer chemicals and/or fumes. May also require working outdoors with the potential to be exposed to extreme temperatures, humidity, and wetness.

BENEFITS

  1. Medical –Subject to required employee monthly contribution.

  2. Dental- HMO plan option 100% employer paid for employees. PPO plan option is subject to the required employee monthly contribution.

  3. Vision – Plan option is subject to the required employee co-pays.

  4. Employer-paid Group Life insurance coverage benefit of two (2) times the annual salary up to $200,000 plus AD & D coverage.

  5. Voluntary supplemental life insurance coverage.

  6. Fourteen (14) Paid Holidays.

  7. Vacation benefits do not accrue during the first six (6) months of employment. An employee must successfully complete their six-month evaluative period and then vacation benefits will start accruing and are available for use. Vacation benefits are accrued on a bi-weekly basis as follows:

    • 1-5 years (3.08 hours per pay period = 10 days)

    • 6-14 years (4.62 hours per pay period = 15 days)

    • 15-over (6.15 hours per pay period = 20 days)

  8. Sick leave is earned at a rate of 3.69 hours per pay period for full-time employees.

  9. 403b retirement program for which CAPSBC contributes 6% of employee’s gross salary once the employee meets the program requirements. Employees may voluntarily contribute up to the specified Internal Revenue Service Requirements.

  10. Social Security paid by employee is matched by CAPSBC, as well as Medicare.

  11. Merit advancements.

LICENSE AND PERSONAL VEHICLE

Must possess and maintain a valid California Driver License, be insurable, and have/maintain a good driving record throughout the course of employment. In addition, applicants must have access to a dependable vehicle and maintain state-mandated personal automobile insurance coverage throughout the course of employment. Employees receive reimbursement per mile for use of his/her personal vehicle for business purposes (excluding driving from home and to work) based on the approved IRS mileage rate.

SPECIAL REQUIREMENTS

Applicants considered for an interview must submit a Department of Motor Vehicle (DMV) Driving Report (dated within the previous 90 calendar days) upon request from the CAPSBC Operations/Human Resources Division. An unacceptable DMV Driving Report will result in no further consideration for the position applied for.

SELECTION PROCESS

Following an administrative review of each application, only the most qualified applicants will be invited to an oral interview. After the hiring interviews have been completed, a background check (including verification of criminal records, education, employment and social security) will be conducted on the candidate (s) being considered for employment. Once the background checks (s) have been completed and reviewed, a conditional offer of employment will be made to the recommended applicant for hire. The conditional offer is contingent on the applicant passing a pre-employment physical examination only to include urine drug testing and TB screening. An offer of conditional employment will be withdrawn upon failure to pass the physical examination.  The recommended applicant shall submit original documentation to establish both work authorization and identity (per the Immigration Reform and Control Act of 1986). The recommended applicant is encouraged to participate in the agency’s payroll direct deposit program. In those instances where the recommended applicant cannot participate in the direct deposit program, the recommended applicant will have the opportunity to participate in a pay card program.

APPLICATION

Submit a completed CAPSBC Application to the Operations/Human Resources Division. Handwritten applications will not be accepted for employment opportunities. Applicants can go to the CAPSBC website to complete an application online. If you change your address or phone number after filing an application, please notify CAPSBC Operations/Human Resources Division immediately. Resumes will not be accepted as a substitute for the completion of the work history portion of the application. The information you provide will be used to verify and evaluate your qualifications. Failure to fully complete the application and/or provide information on it that clearly demonstrates possession of the position requirements will result in no further consideration. Submit a completed CAPSBC Application form to the Operations/Human Resources Division, 696 S. Tippecanoe Avenue, San Bernardino, CA 92408-2607. Applications must be typed and not handwritten. Handwritten applications will not be accepted for employment opportunities.  Applicants can go to the CAPSBC website to complete an application online, print it and submit the completed application to the Operations/Human Resources Division. If you change your address or phone number after filing an application, please notify CAPSBC Operations/Human Resources Division immediately. Resumes will not be accepted as a substitute for completion of the work history portion of the application. The information you provide will be used to verify and evaluate your qualifications. Failure to fully complete the application and/or provide information on it that clearly demonstrates possession of the position requirements will result in no further consideration. 

Community Action Partnership of San Bernardino County is an EQUAL OPPORTUNITY / ADA COMPLIANT EMPLOYER. For further information regarding this position, contact the Operations/Human Resources Division at (909) 723-1532. 696 South Tippecanoe, San Bernardino, CA 92408-2607