Administrative Assistant Essential duties, skills, responsibilities:

• Manages all aspects of the office. Acts as first point of contact for agency inquiries, visitors, and deliveries. Acts as back up to all other office positions as necessary.
• Completes telephone assessments/re-assessments in collaboration with case manager.
• Procures office supplies and maintains consumable goods inventory. Orders all employee uniforms and maintains records of same.
• Prepares new hire packets and creates employee files for Human Resources department.
• Maintains a tickler system for all employee data including (but not limited to) hire dates, probationary periods, anniversary dates, collective bargaining unit membership, driver license renewals, physicals, trainings, etc.
• Maintains calendar of events for agency and buildings, schedules community room and conference room, advises maintenance staff of required set-ups and teardowns.
• Receives all travel requests for senior centers' trips, prepares necessary paperwork for required county approval as applicable.
• Creates all agency correspondence, types, copies, mails, distributes. Sorts all incoming agency mail and distributes accordingly.
• Data enters all client and employee information in various systems. Operates various software packages to accomplish proper tracking.
• Assists fiscal department with recording receipts, counting money, preparing deposits, and reconciling reports.
• Manages ordering and distribution of monthly publication (agency newsletter). Assists with creation of document.
• Operates computers, portable computers, tablets, cell phones, fax machines, copiers, and other office equipment. Utilizes various software systems. Reports all data required for agency office machine contracts.
• Abides by all county, department, Area Agency on Aging 9, and all other supported state and federal funding sources' requirements.
• Acts in a professional manner for all interactions with the public, co-workers, and managers.
• Establishes good communication within the community, with civic organizations, and outside stakeholders.
• Assesses and reports all needs/concerns to managers, reports incidents, and completes maintenance requests.
• Attends and participates in meetings and trainings necessary to perform the duties of the position and to understand the agency's policies and procedures.

• Performs other duties as assigned.

   

Minimum Work Characteristics & Qualifications:

• Bachelor's degree, or combination of Associate's degree and proven experience in office practices and procedures in excess of 5 years.
• Proficiency in all aspects of office management.
• Ability to problem-solve and work independently with little supervision.
• Ability to multi-task and communicate effectively both verbally and in writing.
• Ability to demonstrate proficiency in operation of computers and other technology devices.
• Demonstration of attention to detail, strong organizational skills, and timeliness.
• Ability to lift 30 pounds, to stand, to bend, to twist, and physically perform all job duties.
• Excellent computer skills including but not limited to Microsoft 365 and demonstration of
• complete and independent efficiency with Microsoft Office 365.

Benefits:

Dental insurance, Health insurance, Life insurance, Paid time off, Retirement plan, Vision insurance.