General Summary

Under the supervision of the Administrative Program Coordinator the position performs a variety of clerical and operational support, involving customer service, document preparation, file and record keeping, statistical reporting and financial transactions. This position also works closely with the Administrative Operations Manager. The Administrative Assistant II position reports to the Administrative Program Coordinator and is a non-exempt (hourly) position.

Essential Job Functions

• Demonstrate professionalism and work effectively and cordially with others at all times.
• Greet customers in person and by phone with excellent customer service skills; direct them to the appropriate person, handle participant referrals and requests, and/or provide general program information about Meals on Wheels by ACC. Take messages and effectively deliver messages in writing or electronically.
• Effectively communicate, verbally and in writing, with participants, family and caregivers. Handle participant scheduling and status changes efficiently with appropriate interpersonal skills.
• Administer the scheduling of participants on routes, maintain accurate and current route sheets and maps for the Home Delivered Meals program. Work closely with Operations Manager and Program Specialist on route feedback, size and boundaries; suggest changes or adjustments as necessary. Make field notes as appropriate.
• Generate, review and process accurate daily and weekly HDM and Café meal orders.
• Generate birthday reports, and disseminate birthday cards to HDM participants.
• Assemble materials for daily courier.
• Assist with the training of new staff, including Administrative Assistants, interns and volunteers.
• Maintain required confidential participant records and monthly reports pursuant to department, agency, local, State and Federal requirements.
• Input and maintain accurate information in appropriate databases, paper files or electronic files. Create or modify various documents and reports using Microsoft Office software, primarily Excel spreadsheets and database software as requested.
• Maintain proper filing systems in accordance with Office Procedures and accurately file documents and information in the appropriate location.
• Compile, reconcile, validate and produce program data reports for daily, weekly, monthly, quarterly and/or special assignments as needed. Produce reports, including but not limited to, grant requests and service reports, management research and service data as requested by program management.
• Provide support to assigned program area(s) and staff to fulfill program requirements.
• Write general correspondence, memos, emails and other written communication clearly and with appropriate writing skills.
• Perform copying, document imaging, faxing, filing, record keeping, and other basic office functions. Collect, process, and distribute mail, deliveries, and interoffice correspondence efficiently.
• Assist in developing community resources and maintaining a current directory of services pertinent to the needs of frail, at-risk older adults age 60 and older.
• Participate in scheduled in-services, team meetings and other meetings as requested.
• As necessary, represent Meals on Wheels by ACC and perform community outreach activities to inform and educate the community and groups about Meals on Wheels by ACC services and programs.
• Assist with the training of new staff, interns, and volunteers.
• Perform other tasks and duties as assigned.

Physical Demands

May require proper use and knowledge of body mechanics and safety mechanics. Work may involve bending from the waist, stopping, twisting, and lifting of objects not to exceed 35 pounds (except with the use of appropriate equipment). Compliance with all OSHA (Occupational Safety and Health Act) regulations is required.

• An Associate of Arts or higher degree and basic accounting experience preferred and at least three years of experience in an administrative office position. In lieu of a degree and experience, an equivalent professional education and/or experience may be considered.
• Must possess excellent and professional inter-personal communication skills to work with a variety of program participants, staff and volunteers.
• Proficient computer skills, with intermediate-advanced knowledge of Microsoft Office Suite, including Word, Excel, Outlook, Publisher, and Access. Experience in program database software preferred.
• Ability to maintain professional and confidential standards in business operations and participants personal information and related activities required.
• Ability to develop professional, cooperative working relationships with community resources, participants, informal support sources, vendors, other employees and volunteers required.
• Prior experience working with older adults preferred. Knowledge of the needs and issues related to the elderly preferred.
• Ability to prioritize work tasks and to be flexible when a shift in priorities is necessary.

• Ability to work with diverse language and ethnic populations.

• Must pass a criminal background check and DMV record check. Valid class C California Drivers License and a good driving record preferred. Must maintain driving record in good standing.
• Demonstrate compliance with Meals on Wheels by ACC policies, procedures and standards.