Program Administrative Assistant

About the job

Program Administrative Assistant

Onsite office operations, program administration, contracts, data, and reimbursement support

Summary/Objective

The Program Administrative Assistant provides dependable onsite coverage and supports the daily operation of Forward Careers’ Waukesha office. Reporting to the Sr. Program Manager, the position performs office, contract, data-entry, invoice, timesheet, reimbursement, and program-administration duties for employment and training programs. The role requires exceptional attention to detail, confidentiality, accurate recordkeeping, strong writing skills, and the ability to manage recurring deadlines across various federal, state, and local grant-funded programs.

Essential Functions

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Office Operations

• Open and close the Waukesha office Monday through Friday and maintain reliable onsite coverage from 8:00 a.m. to 4:30 p.m.

• Check, date-stamp, sort, distribute, and process incoming and outgoing mail each business day.

• Monitor office-supply inventory and order supplies for all Forward Careers office locations in coordination with designated staff.

• Greet clients, program participants, employers, vendors, partners, and other visitors promptly and courteously; identify the purpose of each visit and connect the individual with the appropriate staff member or service.

• Monitor the client kiosk/check-in system throughout each business day, confirm that it is operational and current, assist visitors with check-in when needed, and ensure daily tracking information is complete and accurate.

• Maintain an organized, welcoming, clean, and professional office environment, including routine upkeep of the reception area, conference rooms, kitchen or break areas, shared workspaces, and other client-facing areas.

• Perform light office-cleaning and readiness tasks such as wiping shared surfaces, straightening rooms, removing minor trash or clutter, restocking supplies, and preparing spaces before and after meetings or events.

Office Maintenance and Client Service

• Report maintenance, safety, custodial, technology, or equipment concerns to the designated staff and coordinate service requests or vendor access as directed.

• Serve as a customer-friendly point of contact for staff, program participants, employers, training providers, vendors, partners, and visitors by phone, email, and in person.

• Schedule and organize meetings, program activities, employer events, and other appointments; prepare correspondence, forms, agendas, spreadsheets, and supporting materials.

Employment and Training Contracts

• Prepare employment and training contracts and related documents using approved templates for Individual Training Accounts (ITA), On-the-Job Training (OJT), Work Experience (WEX), and Incumbent Worker Training (IWT) activities.

• Review contract information for completeness and accuracy, including participant, employer, training-provider, occupation, wage, training, funding, date, and signature information.

• Route contracts and amendments for review and signature, track outstanding items and effective dates, distribute completed documents, and maintain organized electronic and paper files.

• Coordinate with program and operations staff to resolve missing or inconsistent documentation before contracts or related payments are processed.

Data Entry and Program Records

• Enter, update, verify participant, employer, training, contract, service, and payment information in Excel spreadsheets, Microsoft Access, ASSET, and other required databases.

• Review entered information and source documents for accuracy, completeness, consistency, and required approvals.

• Track documents received, completion dates, signatures, deadlines, outstanding items, and follow-up needs; run and distribute reports as requested.

• Maintain confidential, complete, and audit-ready program and financial records in accordance with organizational procedures and grant requirements.

Invoice, Timesheet, and Reimbursement Support

• Collect and review employment and training invoices, participant timesheets, attendance records, payroll documentation, and other supporting materials for completeness and accuracy.

• Prepare reimbursement and payment documentation for vendors, employers, training providers, and program participants in coordination with the Operations Manager.

• Support the processing of ITA, OJT, WEX, IWT, supportive-service, incentive, and other allowable program payments.

• Verify required signatures, dates, calculations, funding source, cost allocation, contract terms, and supporting documentation before submitting payment packets for approval.

• Communicate with staff, vendors, employers, training providers, and participants to obtain missing documentation and resolve invoice, timesheet, or reimbursement discrepancies.

• Maintain payment logs and supporting records and assist with reconciliations, monitoring, file reviews, audits, and routine financial or program reports.

Writing and Program Highlights

• Gather accurate information from program staff, participants, employers, and partners for the WOW Factor and other organizational program highlights.

• Draft, edit, and proofread concise success stories that communicate participant progress, employment outcomes, training achievements, and employer partnerships.

• Ensure stories are accurate, respectful, participant-centered, and consistent with consent, confidentiality, funder-recognition, and organizational requirements.

Additional Administrative Support

• Act as a liaison with internal departments, office locations, partners, vendors, and outside agencies.

• Provide administrative assistance for special projects, program operations, events, and organizational priorities.

• Perform other office and administrative duties as assigned.

Competencies

• Attention to Detail and Accuracy

• Written and Verbal Communication

• Organization and Time Management

• Confidentiality and Ethical Conduct

• Customer Service and Collaboration

• Professionalism, Hospitality, and Client Service

• Financial and Program Documentation

• Technical and Database Capability

• Initiative and Follow-Through

Required Education and Experience

• High school diploma or GED equivalent, including working knowledge of English, spelling, grammar, and business math.

• Previous responsible experience in office administration, contract preparation, accounts payable or reimbursement processing, program administration, data entry, or a closely related function.

• Proficiency with Microsoft Outlook, Word, and Excel, including accurate spreadsheet data entry; ability to use or learn Microsoft Access, ASSET, and other financial or program databases.

• Demonstrated ability to review detailed documents, calculations, timesheets, invoices, contracts, and source records for accuracy and completeness.

• Strong writing and proofreading skills sufficient to prepare professional correspondence, program highlights, and participant success stories.

• Demonstrated customer-service skills and the ability to greet, assist, and communicate respectfully with individuals from varied backgrounds and circumstances.

• Ability to maintain confidentiality and handle participant, personnel, financial, and organizational information ethically.

• Ability and willingness to work onsite at the Waukesha office Monday through Friday from 8:00 a.m. to 4:30 p.m.

Supervisor Responsibility

This position does not have supervisory responsibilities.

Position Type/Expected Hours of Work

This is a full-time, onsite position located in Waukesha, Wisconsin. Regular hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. The employee is responsible for opening and closing the office and maintaining reliable coverage during these hours. Occasional work outside normal business hours may be required as job duties demand.

Travel

Occasional local travel between Forward Careers office locations or to meetings, events, and partner sites may be required during the business day.

Holiday

Our offices are closed for 11 paid holidays each year, including New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Day After Thanksgiving, Christmas Eve, Christmas Day, New Year’s Eve, and a Corporate Holiday.

Benefits

• Generous benefits including health, dental, life, short- and long-term disability insurance

• 401(k) retirement plan

Work Environment

This position operates onsite in a professional office environment and routinely uses computers, phones, printers, scanners, filing systems, and other standard office equipment. The employee regularly interacts with staff, participants, employers, training providers, vendors, partners, and members of the public.

Physical Demands

While performing the duties of this position, the employee is regularly required to communicate, remain seated for periods of time, stand, walk, use hands to handle documents and equipment, bend or reach while maintaining office areas, and reach with hands and arms. The employee may occasionally be required to move office supplies, files, packages, or light office-maintenance materials of a reasonable weight.

EEO Statement

Forward Careers, Inc. complies with the equal employment opportunity policies and standards of the Wisconsin Department of Workforce Development and all applicable federal and state laws and regulations regarding nondiscrimination in employment and service delivery. This commitment applies to all employment practices, including recruitment, hiring, compensation, benefits, training, promotion, transfer, discipline, termination, and layoff procedures.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time, with or without notice, based on organizational and program needs.