Support Services Representative

Make a Difference from Day One — Join Programs for Parents (PFP)

Are you passionate about helping employees thrive while supporting an organization that strengthens children, families, and communities?

At Programs for Parents (PFP), you'll have the opportunity to contribute to a mission-driven nonprofit that helps ensure every child gets the best possible start in life. We serve Essex County, NJ by empowering families, supporting childcare providers, and advocating for quality early childhood education. Our work encompasses providing education and referrals, promoting best practices, and connecting families with essential financial resources to help them thrive.

Our Culture & Values

At Programs for Parents, we look for team members who:

• Lead with respect and empathy.
• Communicate openly and professionally.
• Embrace change and continuous improvement.
• Collaborate across departments to solve problems.
• Take ownership and accountability for their work.
• Support our mission of strengthening children, families, and communities.

Compensation & Benefits

We believe that the people who support our mission deserve support too. That's why we prioritize employee well-being with competitive salaries and benefits.

This is a full-time, exempt position working a 35-hour work week with a hybrid work schedule.

Salary Range: $23.63/hour (approximately $43,000 annually)

We offer a comprehensive benefits package including:

• Medical, Dental, and Vision coverage
• 403(b) retirement plan with employer matching
• Life Insurance and Long-Term Care Insurance
• Generous paid time off, including vacation, sick, personal, and self-care days
• Employee Assistance Program
• Professional development opportunities
• Parking and Transportation benefits

Programs for Parents is seeking a detail-oriented and customer-focused Support Services Representative to provide administrative and operational support to the Programs Department. This position plays a critical role in ensuring the timely processing of documents, maintenance of program records, and delivery of excellent customer service to families seeking child care assistance.

The ideal candidate is organized, accurate, responsive, and able to manage multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism.

Individuals who thrive in this role typically:

• Enjoy administrative and data entry work that requires a high degree of accuracy.
• Are highly organized and able to manage multiple tasks and deadlines simultaneously.
• Take initiative and work independently with minimal supervision.
• Enjoy creating and maintaining organized systems and records.
• Are comfortable performing routine and repetitive tasks while maintaining a high level of quality.
• Demonstrate patience, professionalism, and excellent customer service.
• Are dependable, accountable, and committed to following established procedures.
• Take pride in supporting a mission-driven organization that improves outcomes for children and families.

Essential Duties and Responsibilities

• Enter and maintain data in internal and external databases with a high degree of accuracy.
• Process incoming applications, supporting documentation, and correspondence.
• Maintain electronic and physical files in accordance with agency policies and audit requirements.
• Retrieve, print, scan, upload, and distribute documents as needed.
• Track applications and supporting documentation to ensure timely processing.
• Respond to inquiries from families, providers, and staff in a professional and courteous manner.
• Prepare and distribute outgoing correspondence and program materials.
• Maintain department records in audit-ready condition.
• Support departmental projects and special assignments as needed.

Knowledge, Skills, and Abilities

• Strong data entry and keyboarding skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and meet deadlines.
• Effective verbal and written communication skills.
• Ability to provide excellent customer service to diverse populations.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to maintain confidentiality and handle sensitive information.

Education and Experience

• High School Diploma or equivalent required.
• Associate's Degree preferred.
• Minimum of one year of administrative, customer service, clerical, or data entry experience preferred.
• Experience working in a social service, nonprofit, education, healthcare, or government environment is a plus.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Ability to lift and carry up to 10 pounds.
• Ability to access filing cabinets and storage areas as needed.