Senior Program Assistant - Injury Violence & Prevention
Location: Washington, D.C.
Type: Full Time
Preferred Education: 2 Year Degree
Salary: 50,880 - 54,040
Internal Number: PN - 74
The National Association of County and City Health Officials (NACCHO), a national organization representing nearly 3,000 local health departments nationwide, has an immediate opening for a Senior Program Assistant Injury Violence & Prevention.
Senior Programs Assistants hold mid-level administrative or technical positions. Work at this level is moderately difficult and may require the ability to perform technical activities (such as administrative and program coordination or accounting assistance), facility with word processing and spreadsheet programs, or the operation of complex machinery and equipment. Incumbents are expected to be able to coordinate the flow of information or data in an office, editing, assigning codes, organizing and manipulating data, or preparing summary reports.
COMPETENCIES AND EXPECTATIONS
Ability to multitask.
Ability to coordinate meeting and travel logistics.
Ability to develop and maintain databases.
Ability to organize work projects and complete tasks within assigned time frames.
Ability to work independently as necessary to achieve high performance.
Ability to work effectively within teams.
Detail oriented; high degree of accuracy in all aspects of work.
Full accountability for all work responsibilities and outcomes, and for input to team(s).
Considerable knowledge of the English language and grammar.
Considerable knowledge of office practices, procedures and equipment.
Considerable knowledge of meeting planning processes and procedures.
Strong interpersonal skills.
Strong organizational skills; ability to maintain accurate files.
Strong written and oral communication skills.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees if the organization.
Ability to add and subtract two digit numbers and to multiply and divide 10's and 100's.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to internal and external customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Supports affirmative action and respects diversity.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Perform other duties as assigned.
POSITION SPECIFIC DUTIES
Invoice processing for subaward and consultant contracts.
Review consulting contract invoices for approval by verifying that all deliverables are met, invoice schedules are adhered to, and invoice package contains all necessary information for processing.
Work with NACHCO contracts and finance team to assist grantees and consultants on NACCHO’s processes and connect grantees with team if conflicts arise.
Review subaward reimbursement invoices by verifying that totals for each line item are correct and that the proper documentation is there to support it
Work with grantees on gathering any missing/incorrect information
Communicate with NACCO staff lead for any issues with grantees
Create check request for contract & subaward invoice submissions and route through approval process
Track the process of every contract invoice through a task manager updated daily.
Provide updates to IVP team on process of invoices via email and weekly invoicing check-ins.
Coordinates, works out conflicts, and maintains calendars for IVP Sr. Director and Director.
Prepares travel packets, maintains listings of frequent flyer account numbers and maintains daily situational awareness (SA) on all Preparedness Team travel, locations and activities.
Develops/produces correspondences, PowerPoint presentations, reports, spreadsheets, packets, agendas, letters, instructional and promotional materials, and other resources for meetings, orientations, trainings, etc.
Provides meeting support including but not limited to taking notes/meeting minutes, preparing agendas, monitoring attendance, coordinating meeting logistics, schedules and locations, coordinating F&B (if needed/required), ensuring technical capabilities are tested before each meeting and/or coordinating IT support, for the meeting(s).
Attends and provides support for specified conferences, meetings, and workshops.
Provides other administrative and programmatic support to IVP team.
Provides administrative backup coverage for NACCHO as directed.
High school diploma or equivalent with a minimum of one to two years of general secretarial or clerical experience required. Experience working in an association environment preferred. Positions may require specialized, vocational, or technical training.
Typing speed of at least 60 wpm required.
Medium level computer skills with spreadsheet and Microsoft Office software experience required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally required to sit.
Occasionally required to walk.
Occasionally required to reach with hands and arms.
Occasionally required to talk or hear.
Occasionally required to bend, lift or climb stairs.
Occasionally required to lift light weights (less than 25 pounds).
The noise level in the work environment usually is moderate
$50,880 - $54,040
We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should send a cover letter with salary requirements, resume and one writing sample to: PN - 74 Senior Program Assistant, IVP.
NACCHO offers generous benefits plan including but not limited to 13 days of sick leave annual leave allowable accumulation up to 225 hours, and paid vacation leave, as well as other types of leave. NACCHO benefits include a generous health, dental, and vision plan, 5 percent of base salary contribution to 403(b) plan, (not a matching contribution); paid short and long term disability plan and paid term life insurance.
At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. We respect and value work force diversity among all employees and all those with whom we do business.