1 Operations Assistant/Back Office Administrative Support-Part Time Job in Wake Forest, NC

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Operations Assistant/Back Office Administrative Support-Part Time

Resources for Seniors, Inc.

Wake Forest, NC | Part Time

$46k-58k (estimate)

2 Months Ago

Operations Assistant/Back Office Administrative Support-Part Time

$46k-58k (estimate)

Part Time | Social & Legal Services 2 Months Ago

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Resources for Seniors, Inc. is Hiring an Operations Assistant/Back Office Administrative Support-Part Time Near Wake Forest, NC

Resources for Seniors, Inc. is seeking a part time Operations Assistant/Back Office Administrative Support person for Wake Forest Senior Center location. This position reports to the Center Coordinator and provides general back office administrative support to the Senior Center.

PRIMARY FUNCTIONS:

New Members and Program Needs

Assist front desk staff in maintaining adequate supply of Membership Forms for new members to complete to join center, assist members in filling out forms;
Maintain books containing all membership forms submitted and updates to said forms and keep said books in sync with the Schedules Plus database to ensure adequate reporting;
Assist front office staff with providing facility tours, answering phone calls, accepting POS sales monies, and recording sales in Schedules Plus and then printing receipts as needed;
Assist front desk staff in keeping coffee pots filled, preparing sign-in kiosks for use, opening, and locking entry doors, opening, and closing blinds throughout the building, plugging in and/or turning on devices such as music, fountains, etc., checking mailbox outside, answering questions and addressing concerns of members;
Assist program director and/or technology director with set-up and breakdown of rooms for various program activities as needed;
Assist program director and/or technology director with set-up and breakdown of rooms for various program activities as needed;
Serve as a substitute when other employees are out or when there are special functions held or duties needed.

Schedules Plus

Enter new member data into Schedules Plus (from completed membership sign-up forms);
Enter daily activity attendance for each activity (fitness, arts and crafts, games, lecture series, support groups, special events, meetings, etc.);
Enter a monthly (sometimes daily) Tally of calls coming into the center every day, visitors (drop-ins seeking knowledge of our programs, tours of the facility, one on one meetings with staff, etc.), appointments with SHIIP, appointments with Pharmacist, appointments Senior Services Counselor, monthly dance socials, support groups (Parkinson’s, MS, Aphasia, and other groups);
Enter POS (Point of Sale) transactions for classes, purchasing of books, purchasing of puzzles, purchasing of notecards, donations, etc.;
Register members for classes and enter payment for premiums classes;
Generate any requested reports (Quarterly, Annual or Daily) as needed filtering data from membership forms, activities attendance records and/or other Schedules Plus system data;
Be familiar with all the Schedules Plus capabilities and utilize Schedules Plus knowledge to provide all necessary recordkeeping and reporting needs;
Work in tandem with the Program Director to input and generate data and make any necessary changes in Schedules Plus when requested;
Provide reports needed to the Program Director, to include monthly attendance, membership updates and numbers and program attendees;

Financials

Prepare Purchase Orders and submit the orders (approved and signed by the director) with any supporting documentation attached to Resources for Seniors;
Prepare Requisitions for general office and programs supplies and submit (approved and signed by director) requisitions to Resources for Seniors;
Maintain Petty Cash accounting procedures for cash, checks, credit card purchases for unplanned item orders needed by the center ($40 and under transactions);
A Safe with Cash Box is kept by the person in charge of financials and includes cash or checks donations to NWSC for GoGo, Coffee donations, books, puzzles, artwork and cards, program supplies;
Cash donations are accepted for supplies for various arts and crafts and at the beginning of class sessions the cash is given to the instructors to purchase supplies;
Responsible for placing and administering Coffee Orders as needed.

SCOPE

Maintain records of Scope Activities (programs for seniors pertaining to nutrition, health, exercise, and socialization activities) provided at the center;
Prepare and organize SCOPE data into reports when needed.

MON AMI

Learn the Mon Ami system for managing, tracking and reporting on outcomes for evidence-based programming and other aging and disability activities;
Learn how to migrate the current Evidence-Based Procedures over to the Mon Ami Platform;
Enter, maintain & prepare data and reports for Mon AMi reporting of evidence Based Programs to Central Pines.

MISCELLANEOUS DUTIES;

Enter all new members’ email addresses into CONSTANT CONTACT software so that they can receive our weekly (now monthly) newsletters containing information on programming and upcoming events and other announcements;
Create, laminate, and prepare signage/flyers and whiteboards as needed;
Creating and printing attendance forms for various activities to record attendance for reporting;
Assisting Program Instructors with paperwork, copies, supplies, and other materials as needed;
Printing and scanning documents as needed;
Covering after hours or weekend events as needed;
Participating in ongoing training sessions and/or staff meetings.

ESSENTIAL DUTIES:

Know and comply with all NC Senior Center Standards;
Complete required training plan with documentation;
Observe participants for any change in behavior or routine and communicate with the Director, Program Coordinator, family, doctor, emergency medical services if necessary;
Attending all Agency required staff meetings and training;
Assist the Director or Program Coordinator to ensure the Senior Center is operated according to the North Carolina Senior Center Services Standards;
Ensure a neat, clean, and safe environment for the participants;
Ensure participant retention by maintaining high standards of customer service;
Ensure proper and timely response to inquiries and promote program enrollment;
Work/travel to other Agency locations and main office as needed;
Know and comply with Resources for Seniors, Inc. Personnel Policies;
Maintain participant confidentiality;
Perform other duties pertinent to program and departmental assignments as requested or required by supervisors;
This is a part-time position working 10-20 hours per week; hours of work and days will vary Monday through Saturday between 8:00 a.m. to 10:00 PM. Schedule to be set and agreed upon with Program Director on a regular basis based on planned & event programming.

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 job with or without reasonable accommodation.

While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently is required to stand; walk; sit for long periods of time; use hands to finger, handle or feel; and reach with hands and arms;
This position requires the ability to occasionally lift office products, supplies, and move equipment up to 50 pounds.

WORK ENVIRONMENT:
This job operates in a professional fast-paced office environment and is an active adult 55 plus engagement center. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and various technology-dependent upon virtual needs.
KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to meet physical demands of the Primary Functions and Essential Duties listed with or without reasonable accommodations when necessary;
Ability to work cooperatively and patiently with the older adult population and other diverse populations, their representatives, subcontractors, and agency staff. Negative comments and actions will not be accepted;
Exhibit knowledge and understanding of the needs of aging independent and disabled adults;
Exhibit Administrative skills to include intermediate computer knowledge and specific skill sets when assigned relative to those listed in Primary Functions;
Working knowledge of all Microsoft products and ability to learn other computer software programs;
Ability to operate office equipment such as fax machines, printers, copiers, adding machines, etc.;
Basic math skills required;
Commitment to learning about the physical, mental, and social changes of older adults.

TRAINING AND EXPERIENCE:

High School Diploma or its equivalent;
At least one year’s experience in the provision of activities and services, preferably with older adults;
Certification in CPR, Defibulator and First Aid training within one month of being hired.

This is a part time, non-exempt position working varied hours Monday-Friday. Please visit our website at www.resourcesforseniors.com for more information about our company.
Qualified candidates may submit their resume by fax to the Human Resources Manager at 919-872-6683, email to reception@rfsnc.org or mail to Resources for Seniors, Inc. Attn: Human Resources Manager, 1110 Navaho Dr., Suite 400, Raleigh, NC 27609.
Resources for Seniors, Inc. is an E.O.E. M/F/D/O/V