Job Description

The

Program Support Clerk

provides essential administrative, clerical, and logistical support to a specific program or department within the organization. This role is crucial for maintaining organized records, ensuring effective internal and external communication, and facilitating the day-to-day operations required for the successful delivery of program services.

Key Responsibilities

Administrative and Clerical Support:

+ Manage and maintain program files, records, and databases (both electronic and physical) with a high degree of

accuracy and confidentiality

.
+ Prepare, proofread, and format program-related documents, reports, correspondence, presentations, and meeting materials.
+ Schedule and coordinate meetings, workshops, and appointments, including booking rooms, sending invitations, and ensuring necessary materials are prepared.
+ Handle incoming and outgoing program mail, faxes, and general communication.

Data and Record Management:

+ Input, update, and retrieve data for program tracking, reporting, and evaluation purposes.
+ Process program-related forms, applications, and documentation, ensuring they are complete and follow established procedures.
+ Assist with basic accounting functions, such as tracking program expenditures, processing invoices, and managing petty cash, if required.

Communication and Coordination:

+ Serve as the

first point of contact

for internal staff, external partners, and program participants, providing general information and directing complex inquiries to the appropriate personnel.
+ Liaise with other departments to coordinate resources, logistics, and scheduling necessary for program activities.
+ Assist in the preparation and distribution of promotional or informational materials for the program.

Logistical Support:

+ Monitor and maintain an adequate inventory of office and program supplies, initiating purchase requests as needed.
+ Coordinate travel arrangements and process expense reports for program staff.

Qualifications

Education:

High school diploma or GED equivalent is required. Completion of a post-secondary certificate or Associate's Degree in Office Administration, Business, or a related field is preferred. *

Experience:

Minimum of

1-2 years of proven experience

in an administrative, clerical, or office support role, preferably within a program-driven or similar organizational setting.