SENIOR PROGRAM ASSISTANT
DISTINGUISHING FEATURES OF THE CLASS:
This is a mid-level position responsible for providing direct support to a program or service. The position is
found across a variety of offices and departments and requires the performance of various program support
activities in addition to more routine clerical work. The incumbent typically has significant interaction with a
variety of internal staff or people from outside the unit to provide detailed information and to resolve certain
problems. The incumbent is often the expert in the subject area, or has responsibility for the day-to-day
operation of the service. The position differs from Program Assistant and Principal Program Assistant in that
it generally falls between the two titles in areas such as complexity of program, independence, number of
individuals supervised, and overall impact of the service. Work is performed fairly independently under
prescribed guidelines, with unusual or precedent changing problems referred to the supervisor. The position
may be responsible for supervising the work of a small group of lower level employees, including
performance counseling, appraisals and scheduling for coverage.
TYPICAL WORK ACTIVITIES:
Typical work activities for incumbents in this title include those listed below in addition to those work
activities performed by lower level clerical support titles. They are indicative of the level and types of
activities performed by incumbents in this title. They are not meant to be all inclusive and do not preclude a
supervisor from assigning activities not listed which could reasonably be expected to be performed by an
employee in this title.
1. Specializes in providing services for an internally or externally focused program such as mail
collection and distribution management, payroll and benefit time tracking, workers compensation
and health insurance, etc.;
2. Maintains databases and program related files and documents; prepares reports on activities;
3. Reviews changes in requirements and regulations and assists in developing appropriate changes
in procedures;
4. Acts as a resource for other staff, the public, and clients in the area of program specialization;
makes decisions on non-routine questions;
5. Prepares and maintains procedure manuals;
6. Collects, researches and summarizes information from various sources and compiles for action by
professional staff;
7. Attends specialized training in area of expertise;
8. May assist in the preparation and maintenance of budget by tracking funds to identify shortfalls,
overruns, transferring funds and preparing quarterly reports;
9. May act as a secretary to an administrator or provide clerical support to a unit;
10. May direct the work of a small staff involved in the program.
FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of the rules and procedures of a specific program or service necessary to act as a resource and
independently perform the work activities associated with that program;
Knowledge of rules and procedures for processing paperwork related to all office activities necessary to
adapt to changes in regulations and modify existing systems;
Knowledge of office practices necessary for dealing with staff, vendors and the public, filing and
retrieving information and compiling and analyzing information;
SENIOR PROGRAM ASSISTANT (Cont’d)
FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES: (Cont'd)
Knowledge of computational skills to monitor unit activity, track budget accounts and oversee the
purchase of supplies and equipment;
Knowledge of software packages for word processing to produce a variety of reports and correspondence
and for spreadsheets and database management to track information;
Knowledge of supervisory practices including scheduling, organizing workflow, resolving problems, and
evaluating staff performance;
Skill in operating office equipment to produce work accurately and efficiently;
Ability to act independently in carrying out the daily functions of a program or service;
Ability to speak knowledgeably and with authority about program functions and to advise staff on how to
address situations that occur;
Ability to gather, compile and evaluate information and records, prepare reports and make
recommendations based on an analysis of data collected;
Personal characteristics necessary to perform the duties of the position;
Physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS:
EITHER: (A) Graduation from a regionally accredited or New York State registered college or
university with an Associate's degree or completion of 60 credit hours of study at
a regionally accredited or New York State registered college or university and
one (1) year of full-time general office work experience which involved public
contact and keyboarding;
OR: (B) Graduation from high school or possession of a high school equivalency diploma
and three years of full-time general office work experience which involved
public contact and keyboarding;
OR: (C) An equivalent combination of training and experience as defined by the limits of
(A) and (B) above.
SPECIAL REQUIREMENT:
In some positions, candidate may be required to possess a New York State Driver License at time of
appointment and to maintain position.
CL1438
ADOPTED: 07/03/99 6/21/20