POSITION SUMMARY

Under the supervision of the Administrative Program Specialist the position performs a variety of clerical and operational support, involving customer service, document preparation, file and record keeping, statistical reporting and financial transactions. This position also will be assigned to program area(s) comprising approximately 20% of work activities. This is an hourly position.

RESPONSIBILITIES

• • Demonstrates professionalism and work effectively and cordially with others at all times.
• Greets customers in person and by phone with excellent customer service skills; takes & delivers messages; directs callers/visitors to the appropriate person; handles participant referrals and requests, and/or provides general program information about Meals on Wheels by ACC
• Effective verbal and written communication; ability to handle participant scheduling and status changes efficiently.
• Ability to manage, maintain and disseminate current route sheets, maps, and daily schedule changes, draft field notes and information as appropriate; ability to generate accurate daily and/or weekly orders.
• Maintains required confidential participant records and reports in accordance with department, agency, local, State and Federal requirements.
• Inputs and maintains accurate information in appropriate databases, paper files or electronic files; create & modifies various documents and reports using Microsoft Office software, primarily Excel spreadsheets and database software as requested.
• Maintains proper filing systems; file documents and information in the appropriate location.
• Receives, compile and reconcile reports, service records and financial transactions as assigned and within required reporting requirements and deadlines.
• Compiles, reconciles, validates and produces program data reports for daily, weekly, monthly, quarterly and/or special assignments as needed; produces reports, including grant requests, service reports, management research and service data as requested by program management.
• Trains, schedules, and supervises assigned volunteers to support Meals on Wheels by ACC’s volunteer philosophy and to further the mission of Meals on Wheels by ACC.
• Provides support to assigned program area(s) and staff to fulfill program requirements.
• Writes general correspondence, memos, emails and other written communication clearly and with appropriate writing skills.
• Performs copying, document imaging, faxing, filing, record keeping, and other basic office functions. Collects, processes, and distributes mail, deliveries, and interoffice correspondence efficiently.
• Assists in developing community resources and maintaining a current directory of services pertinent to the needs of frail, at-risk older adults age 60 and older.
• Participates in scheduled in-services, team meetings and other meetings as requested.
• Represents Meals on Wheels by ACC and performs community outreach activities to inform and educate the community and groups about Meals on Wheels by ACC services and programs.
• Assists with the training of new staff, interns, and volunteers.

• Performs other tasks and duties as assigned.

POSITION REQUIREMENTS

• Associate of Arts and basic accounting experience preferred; minimum two years’ experience in administrative office role; equivalent professional education and/or experience may be considered.
• Must possess excellent professional inter-personal communication skills to work with a variety of program participants, staff and volunteers.
• Proficient computer skills, with intermediate-advanced knowledge of Microsoft Office Suite, including Word, Excel, Outlook, Publisher, and Access. Experience in program database software preferred.
• Ability to maintain professional and confidential standards in business operations and participants’ personal information and related activities required.
• Ability to develop professional, cooperative working relationships with community resources, participants, informal support sources, vendors, other employees and volunteers required.
• Prior experience working with older adults preferred. Knowledge of the needs and issues related to the elderly preferred.
• Ability to prioritize work tasks and to be flexible when a shift in priorities is necessary.

• Ability to work with diverse language and ethnic populations.

• Must pass a criminal background check and DMV record check. Valid “class C” California Drivers License and a good driving record preferred. Must maintain driving record in good standing.
• Demonstrate compliance with Meals on Wheels by ACC policies, procedures and standards.