AoA Office Assistant - MOAPA

DEFINITION: Under the direct supervision of the AoA Program Director, the AoA Office Assistant plays a key role within the Administration on Aging Program providing essential support to our team. This position will provide direct support to the Program Director, providing administration duties pertaining to grant compliances, accounting, and overall program support. The Office Assistant is expected to provide superior customer service, assist in crisis response when needed, and contribute to event planning. This is a part-time position working 30 hours per week and may require some overnight travel. This position will be responsible for an active role of direct liaison for the Elders being served under the ITCN AoA Title VI Program at the Moapa Band of Paiutes.

DUTIES/RESPONSIBILITIES

• Greet clients and visitors in a professional manner.

• Provide clients and visitors with information and direct them accordingly.

• Answer phone calls and direct callers to the appropriate party

• Process, sort, and route incoming and outgoing mail

• Monitor and manage inventory of office supplies; order and distribute office supplies as necessary

• Coordinate and schedule appointments and meetings

• Perform other administrative support tasks, picking up meals that are prepared at the Moapa Valley Senior Center and transport back to the Moapa Band of Paiutes Senior Center for congregate meals and deliver meals to any certified home bound, monitor all senior intake forms, coordinate the elder survey forms and other tasks assigned by the AoA Elders Program Director.

• Complete training and orientation of new program staff to include software use, case management practices, AoA standards, and ITCN policies and procedures.

• Establish and maintain all filing systems, including paper, digital, and client/donor databases.

• Coordinate with the Three Square Food Bank on ordering, food distribution, volunteer hours, and complete any required reports.

• Keep updated on community resources.

• Maintain, order and track supplies for the AoA Senior Center.

• • Maintaining adequate participant data, and statistical information for grant reporting and audit purposes.

• Maintain the highest degree of confidentiality and professionalism at all times.

• Participate in monthly staff meetings, take notes, and provide feedback.

• Other duties as assigned.

• Coordinates needs of the Elders requiring the assistance of supplies, food and hygiene products;

• Assures adequate supply of food for the Elders that participate in the food distributions of Food Bank and the Food Pantry;

• Assists Community in the coordination and use of other available resources such as Food Bank of Northern Nevada, State of Nevada Emergency Response and the Tribal Resources to ensure that the supplies are not wasted;

• Arranges transportation and delivery of any food or supplies and conducts distributions that require documentation sign-in sheets, distribution dates and provides updates of programmatic issues; assists in emergency situations as needed;

• Participates in community service programs; conducts health awareness with factual documentation from the CDC; maintains records of all case findings.

• Work independently and make decisions concerning minor problems that may occur;

•Exercise good judgement, courtesy & tactfulness in dealing with co-workers, elders and community.  Respond positively & constructively to common inquires or complaints;

•Attend training, perform related work and supportive services as required to meet Title VI standards and regulations.

MINIMUM QUALIFICATIONS:

·         Must possess a valid Nevada Driver’s License and reliable transportation with the required state insurance coverage;

·         High school diploma or Higher Education Certificate;

·         Possess or be able to obtain Food Handlers Certification within 30 days of hire at https://www.ihs.gov/foodhander or another agency;  Then, schedule Food Manager Certification course through Indian Health Service;

·         Excellent telephone skills and the ability to communicate to the Elders in a culturally sensitive manner;

·         Excellent record keeping skills with excel spreadsheets;

·         Able to use a calculator & solve basic math calculations;

·         Willing to travel for training/technical assistance;

·         Basic computer literacy;

·         Knowledge of Nevada Tribes and Bands;

·         Experience involving group food preparation or vocational training is desired;

PHYSICAL DEMANDS:

The physical demands described herein are represented of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  The employee is regularly required to:

·         Stand, reach with hands & arms and talk or hear;

·         Walk, sit and use hands to handle or feel;

·         Stoop, kneel, crouch or crawl;

·         Occasionally lift and/or move up to 45 pounds;

·         Must have specific vision abilities required by this job to include:  close vision, distance vision, peripheral vision and depth perception.

·         Must be able to travel with or without notice for delivery of emergency items to the Tribal Communities.

·         Exceptional attendance is a must.

The Inter-Tribal Council of Nevada, Inc. promotes and maintains a drug free workplace.  All individuals accepting employment with ITCN may be subject to a pre-employment drug screen and criminal background check.  ITCN offers a comprehensive benefits package to eligible full-time employees including employer paid medical, dental, vision & life insurance, paid vacation & sick leave, 12 paid holidays per year and opportunities for training and career advancement.

Salary : $18