Since 1968, the Top of Alabama Regional Council of Governments (TARCOG) has united municipal, county, and state governments and federal agencies to work as a single team focused solely on improving the region that now includes more than 713,000 residents.

We identify and address common regional issues, opportunities, and challenges of northeast Alabama’s municipalities and counties, including DeKalb, Jackson, Limestone, Madison, and Marshall.

TARCOG is seeking a dynamic Aging Programs Administrative Assistant to join our team. We are looking for individuals who share our core values of service, initiative, accountability, and transparent communication.

SUMMARY DESCRIPTION: Responsible for receptionist duties such as answering telephone and greeting visitors. Provides secretarial support for the Legal and Ombudsman programs. As needed, provides support to the Administrative Assistant.

SUPERVISORY CONTROLS: Supervisor makes assignments by defining objectives, priorities and deadlines; employee plans and carries out the successive steps; and work is evaluated for accuracy, form, and technical soundness.

RESPONSIBILITIES AND DUTIES:

• Answers incoming telephone calls; transfers calls to appropriate personnel; takes messages; forwards messages to personnel, and notifies people about meetings, dates, times, and places.
• Greets visitors; notifies requested personnel about visitors; directs visitors to appropriate personnel; if requested personnel is unavailable, inquire if someone else can assist the visitors.
• Weighs and postmarks outgoing mail with postage scales/meter in order to ensure outgoing correspondence has appropriate postage affixed; and delivers mail to post office or appropriate mailbox pickup. Communicates with other shipping companies as appropriate for mailing out larger packages or next day delivery of packages; and documents procedures for using various types of available mailing/shipping services for reference by TARCOG staff.
• Generates and verifies mail listings for facilities within the TARCOG region.
• Greets legal clients and/or answers legal telephone calls to take messages, respond to inquires, determine client needs, schedule appointments, or make referrals. Meets with clients in order to execute documents prepared by Attorney.
• Sets up/maintains confidential file system for all Legal and Ombudsman clients with letters, client intake forms, notes and memoranda in individual client files to maintain a record of client transaction.
• Assist Attorney with preparations for hearings, i.e., contacting witnesses and courthouse, preparing trial calendar/legal documents, copying, etc.
• Presents papers/forms to appropriate courthouse offices to file legal documents.
• Maintains appropriate supplies for the legal office.
• Compiles/generates quarterly case reports for Attorney to meet reporting requirements.
• Assist Lead Ombudsman with preparations for the joint quarterly meeting of the Madison
• Inputs into computer system the information on intake forms for Ombudsman clients. Posts services as required to generate Ombudsman reports and maintains system as needed.
• Types documents from rough drafts, following oral/written instructions; proofreads documents for accuracy; uses computer/electronic typewriter to prepare documents for file/distribution.
• Exchanges information with TARCOG staff and contractor staff in order to gather and compile information as requested on various projects or provide appropriate information as requested. Exchanges program information with clients and other callers as appropriate.

The assignment of duties is not limited by the content of the job description.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to operate office equipment such as console telephone, computer, electronic typewriter, fax machine, copy machine, postage scales, and postage meter.
• Ability to communicate verbally and in writing to exchange information with co-workers and outside personnel as required, to greet visitors, and to receive, answer and refer telephone calls.
• Knowledge and ability to do word processing and data input/retrieval using computer and word processing software.
• Extensive knowledge of grammar, punctuation, spelling and general office practices.
• High school graduate or equivalent with at least three years secretarial experience, including computer training, or any combination of education and experience.

TARCOG is an Equal Opportunity Employer.

Job Type: Full-time

Pay: From $18.27 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person