Program Support Assistant in Perkins, Oklahoma at Iowa Tribe of Oklahoma

The Program Support Assistant serves as the initial point of contact for their assigned location, providing customer service to families, visitors, and staff coming into the Early Childhood Facility. This role involves managing administrative tasks such as answering phone calls, directing inquiries, scheduling appointments, and maintaining office supplies. Additionally, the Program Support Assistant assists with basic clerical duties to support building operations, provides support in classroom environments as needed, and offers kitchen assistance to help ensure smooth daily operations across the facility. The role requires strong communication skills, organizational abilities, and the capacity to efficiently handle multiple tasks.

DUTIES/RESPONSIBILITIES:

• Welcome and greet families, visitors, and employees in a courteous and professional manner.
• Checks identification of visitors and adheres to confidentiality policy as necessary to maintain security levels within the Early Childhood Facility.
• Answer and direct incoming calls, taking messages when necessary.
• Manage inquiries via phone, email, and in-person interactions, providing accurate information or directing to the appropriate personnel.
• Schedule appointments, meetings, and conference rooms, maintaining organized calendars.
• Maintain cleanliness and organization of the reception area, including managing incoming and outgoing mail.
• Monitor and maintain inventory of office supplies, and other supplies throughout the Early Childhood Facility, replenishing as needed.
• Assist with basic administrative tasks such as filing, scanning, and data entry.
• Coordinate with various departments to facilitate efficient communication and workflow.
• Handle confidential information with discretion and maintain security protocols.
• Manage and update databases, ensuring accuracy and completeness of records.
• Stay informed about company policies, procedures, and personnel changes to provide accurate assistance.
• Upon occasion, substitute in classroom during the absence of primary caregiver.
• Assist with the community needs assessment, continuous improvement plan, yearly program plan and yearly program self-assessment.
• Provide classroom assistance as needed, including supporting teachers with supervision, transitions and daily activities.
• Provide kitchen assistant as needed, including supporting meal preparation, distribution, and cleanup in accordance with health and safety guidelines.
• Collaborate with staff to support overall program operations and ensure a positive environment for children, families and staff members.
• Perform other duties as assigned.

REQUIRED SKILLS/ABILITIES:

• Strong verbal communication skills to effectively interact with clients, visitors, and staff.
• Professional demeanor and excellent customer service abilities.
• Ability to handle multiple tasks and prioritize workload efficiently.
• Proficiency in operating multiline phone systems and other office equipment.
• Basic computer skills, including familiarity with email, word processing, and spreadsheet software.
• Attention to detail and accuracy in completing tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Adaptability to changing priorities and work demands.
• Organizational skills to maintain an orderly reception area and manage office supplies.
• Problem-solving skills to address inquiries and resolve issues effectively.
• Time management skills to meet deadlines and manage appointments and schedules.
• Teamwork skills to collaborate with colleagues and support office operations.
• Ability to remain calm and composed under pressure or during busy periods.
• Willingness to learn and adapt to new procedures and technologies as needed.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required.
• Two (2) years’ previous experience in a receptionist or administrative role preferred.
• Experience with multi-line phone systems is a plus.

PHYSICAL REQUIREMENTS:

• Capable of sitting and standing for extended periods.
• Ability to lift and move objects weighing up to 20 pounds.
• Good manual dexterity for handling paperwork and operating office equipment.
• Comfortable with prolonged screen time and using computer peripherals.
• Flexibility to reach, bend, and stretch when accessing office supplies or equipment.

CONDITIONS OF EMPLOYMENT:

• Successful completion of applicable tribal drug test.
• Successful completion of applicable tribal background check.
• Must pass background investigation for suitability of character identified in accordance with the Indian Child Protection and Family Violence Prevention Act.
• Possess and maintain a valid driver's license with no serious violations.