Administrative Assistant, Council on Aging

Purpose: Performs administrative and clerical work of moderate difficulty and responsibility supporting the operations and programs of the Council on Aging. Performs all other related work as required.

Essential Functions:(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Assists Director with daily operations of the Council on Aging.
• Responds to incoming calls and office visitors for the Council on Aging. Provides general information to callers and visitors and may make referrals to other agencies.
• Organizes the Van Transportation Program and dispatches the van; sets up appointments for the van schedule, assigns drivers to the schedule and arranges for substitute drivers. Arranges for private volunteer drivers when the van is not available. Maintains van client accounts, including monthly billing and receiving payments. Arranges for driver training and re-certification and coordinates coverage for random driver screening for drug and/or alcohol. Prepares reports for the Council on Aging and the regional transit authority.
• Prepares building for events, i.e., tables, chairs, and technology.
• Tracks department payables and receivables.
• Coordinates external providers including Meals, Foot Care, Blood Pressure Clinic and AARP Tax Aid. Also assists in the screening and distribution of FDA Farmer’s Market Coupons to qualified residents expanding the reach available to Elder Services.
• Prepares and distributes monthly meal and activity calendar; prepare senior bulletin board published weekly by the newspaper; post daily van activities to client accounts; maintain logs.
• Maintains statistical records through applicable software programs to provide information to the Executive Office of Elder Affairs concerning activities, services, and outreach services. Updates attendance records to ensure that reports are accurate.
• Assists program managers with the delivery of service including meal serving and dishwashing when volunteers are not available.
• Assists in the preparation for monthly meetings i.e., COA Board, Friends, Triad, etc.
• Maintains records of volunteers and service hours.
• Respond to emergencies which pose a health risk to program participants including falls, illness, liquid spills, etc.
• Proofreads outgoing correspondence and the newsletter.
• Represents the Council on Aging at community meetings in the absence of the Executive Director.
• Performs similar or related work as required, directed or as situation dictates.

Supervision:

Supervision Scope: Performs routine work which involves the exercise of judgment and initiative.

Supervision Received: Work is performed under the supervision of the Council on Aging Executive Director.

Supervision Given: Supervises Van Drivers and Meal Site Manager.

Recommended Minimum Qualifications:

High School diploma or equivalent; basic bookkeeping and two-five (2-5) years of experience working with the public, experience with elders is preferable; or any equivalent combination of education and experience.

Special Requirements:

Must pass CORI background check
Allergen Awareness Training
Possession of a valid Class D motor vehicle operator’s license
CPR/First Aid
ServSafe Food Safety Certificate

Knowledge: Thorough knowledge of office procedures, practices, and terminology. Thorough knowledge of accounts receivable/accounts payable process. Knowledge of office equipment and the operation of computer software applications, particularly word processing, spreadsheet, report generation, email, and internet.

Abilities: Ability to communicate effectively verbally and in writing. Ability to maintain records and prioritize tasks. Ability to multi-task effectively and work within timelines. Ability to respond with tact and courtesy when dealing with the public. Ability to work independently; ability to assist elderly clients in a sensitive and effective manner.

Skills: Excellent customer service and interpersonal skills. Skill in operating computers and utilizing appropriate software applications. Excellent organizational skills. Office management skills.

:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical effort is periodically required in moving/stacking chairs and tables to accommodate events and disengaging the Senior Center’s movable walls. The remaining is minimal as generally required to perform duties in typical office conditions. The employee is frequently required to stand, walk, sit, speak, hear, and use hands to operate equipment. Vision and hearing at or correctable to normal ranges.

Job Environment:

• Work is performed in typical office conditions, with frequent interruptions to respond to requests for service.
• The employee operates standard office equipment.
• The employee has daily contact with senior citizens, volunteers, service providers, vendors, and town officials.
• The employee has access to department-related confidential information, including personal information about clients.
• Errors could result in delays or loss of service.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer

Job Type: Full-time

Pay: From $18.95 per hour

Expected hours: 36 per week

Benefits:

• Employee assistance program

Schedule:

• Day shift

Work Location: In person

Salary : $19