Administrative Assistant-AAoA

Administrative Assistant

Area Agency on Aging (AAoA)

Department of Human Services

Hourly Wage: $15.74-$17.72/Regular/Full-Time

Responsible for providing administrative assistance to the AAOA Program Manager when needed in areas of bookkeeping, time keeping, employee document processing, and budget preparation. Will be responsible for providing superb customer service at the AAOA front desk reception to clients, vendors, and general public. Provides information and assistance as applicable in the office, community, or on the telephone. Screens inquiries to determine the type of assistance needed and handles accordingly. Assists clients and providers to complete forms for services. Responsible for administrative work assignments such as typing, filing, data entry, copying documents, compiling data for reporting purposes and handling incoming/outgoing mail. Is responsible for taking and transcribing meeting minutes and distributing as directed.

Examples of Work Performed:

Prepares drafts of correspondence, flyers, forms as directed by supervisor.

Keep program calendars current with important dates and send through email calendar invites for meetings, training, etc.

Knowledge of correct and proper application of basic grammar, punctuation, and spelling.

Remains informed of new policy developments and keeps supervisor appraised of any changes that may affect procedures.

Communicates with Grants & Contracts, Finance, Central Accounting, and other programs regularly for status of documents processed.

Perform opening and closing procedures. Ensure doors are locked at the end of the day.

Administers operation of the front office in an efficient and organized manner.

Records complete and accurate telephone messages for AAOA staff.

Enters confidential client data and program statistic into the GETCARE/CLC database. Utilizes computer systems to retrieve data for Washington State Aging statistical reports, and regularly checks management bulletins for further instruction.

Maintain professional representation of AAOA programs and services to the public.

Fields incoming questions/needs to appropriate staff/departments/programs.

Register clients for AAOA classes, disseminate necessary information, assures forms are complete and tracks documents.

Attend AAOA meetings and trainings.

Mentor on the job placements to help make them employable.

Take minutes for AAOA meetings, transcribe the minutes, and distribute to AAOA staff.

Completes monthly reports and keeps diligent records of all client interactions.

Oversee and operate the Senior Famers Market Nutrition Program.

Assists and maintain, track, and retrieve State and Tribal data on client services provided for assistance, minor home repair, transportation, case management, nursing services, family caregiver support program, congregate meals, home delivered meals, etc.

Handles work assignments such as typing, filing, computer operations, copying, and distribution of important information.

Maintain offices supplies by keeping track of supply inventory and order as necessary.

Review employee files to ensure employee training certifications and job requirements are current, such as driver's license, food handler card, CPR card, defensive driving, etc.

Keep lobby organized and clean.

Ensures confidentiality is maintained and adhered to.

May be assigned new duties and tasks not included on the position description, or to assist AAOA staff as requested by supervisor ensuring the efficient and effective functioning of the work unit to implement programming.

Knowledge, Skills and Abilities:

Knowledge of AAOA Program mission, policies, and services.

Knowledge of various cultures prevalent within YN AAOA PSA 10.

Knowledge of standard filing practices and procedures, including data entry and records management.

Working knowledge of Health Information Portability and Accountability Act (HIPAA).

Knowledge of available resources within the community for medical and social services.

Knowledge and proficiency in computer use, specifically Microsoft Office, Adobe.

Knowledge of D365 system and iSolved system.

Knowledge of tribal administrative policies and procedures.

Knowledge of the Yakama Nation governmental organization.

Ability to provide excellent customer service to elders, adults with disabilities, and caregivers.

Ability to establish and maintain effective relationships with others.

Ability to manage multiple complex projects and tasks while completing by deadlines.

Ability to communicate effectively, both orally and in writing, with all levels of personnel including employees, supervisor, and elected officials, etc.

Ability to demonstrate a high degree of personal integrity and be able to maintain strict confidentiality.

Ability to work independently and productively with minimal supervision.

Minimum Requirements:

Successful completion of two (2) years of college-level accounting course OR

Any equivalent combination of experience, training, and/or education.

Must possess a valid Washington State Driver's License with the ability to obtain a Yakama Nation Driving permit.

Required to pass a pre-employment drug test.

Preferred Requirements:

Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.

Salary : $16 - $18