Job Description

General Description of Duties

The Program Specialist is responsible for assisting the Programs Department with the administration of various programs and contracts funded by the Children's Trust of Alachua County. The work performed by the Program Specialist includes but is not limited to: supporting Programs Department with the Request for Proposal (RFP) process; researching, developing and reviewing responses to requests for proposals; monitoring unit cost contracts to ensure contract compliance; providing ongoing technical assistance support related to needed quality improvement; making recommendations regarding provider status; and preparing reports for Contract Managers and senior and executive management.

NOTE: The posted salary range is the starting range for the position.

Primary Tasks and Responsibilities

• Performs organizational and administrative functions for the assigned contract team or initiative area.
• Assists with the preparation and compilation of program initiatives, contracts, funding applications, correspondence, reports and filing of records.
• Assists with preparation of provider site visits and onboarding support in consultation with Director of Program Operations and Contract Managers.
• Initiates provider communication for all funding opportunities. This includes grants, unallocated funding and RFPs.
• Provides technical assistance support and training to contracted providers in direct consultation with Director of Program Operations and Contract Managers to improve programmatic, administrative, and contractual performance, ensuring ongoing quality improvement.
• Notifies Director of Program Operations and Contract Managers of potential non-compliance and other problems.
• Actively participates in team meetings, information sharing and cross-training for the improved efficiencies of the assigned program area/initiative.
• Provides back up support for data entry, mail processing, stocking of supplies to ensure seamless operations.
• Assists with the development of projects, programs, contracts, procedures and schedules; assist in developing procurement or solicitation documents; assist with management and review of solicitation or procurement responses; assist with the development of contract documents.
• May assist with and investigate/follow up with provider and/or end-user complaints related to contracted services and programs as assigned.
• Prepares agendas, schedules meetings, collects information, compiles activity reports and performs other related tasks as assigned by a Director of Program Operations.
• Maintains provider database and/or spreadsheets, including assisting with creation and organization of provider files in both hard copy and electronic formats.
• Other duties may be assigned relative to the overall work of the Programs Department.

Minimum Education, Knowledge, Skills, and Abilities

• Bachelor’s degree or Associate’s degree from an accredited college or university with major course work in public administration, nonprofit management or related field or three to five years of relevant experience in an organization providing social and/or community based services.
• Ability to gather data, compile information, and prepare reports.
• Ability to create positive storylines for marketing and promotion of funded programs.
• Excellent judgment and business knowledge with a keen ability to assess people, processes, and products.
• Critical thinking, problem-solving, and troubleshooting skills.
• Experience using software to design and create newsletters, flyers, and other marketing material.
• Ability to effectively present information to customers and peers.
• Strong interpersonal skills and the ability to communicate effectively, both orally and in writing, with a wide range of individuals in a diverse community.
• Knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities.

  Physical Demands

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• While performing the duties of this position, the employee regularly alternates between sitting for long periods of time when using a computer and computer keyboard; physically moving around from department to department and out in the community. Specific vision abilities required by this position include close vision, distance vision, depth perception and the ability to adjust focus.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position.
• The workplace is a comfort controlled open office environment. The noise level in the work environment is usually moderate. When outside the office the work environment, the employee is occasionally exposed to outside weather conditions.

  Work Environment

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended, at the sole discretion of the Children’s Trust of Alachua County.

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