Administrative Assistant – Senior Center Services

This is a Safety-Sensitive Job for purposes of the Arkansas Medical Marijuana Amendment

The Area Agency on Aging of Northwest Arkansas is an Equal Opportunity Employer/Veterans/Disabled

JOB SUMMARY:

The Part-Time Senior Center Services Administrative Assistant works under the supervision of the Director of Senior Center Services and provides administrative and clerical support to the Director of Senior Center Services and the Senior Center Services Compliance Manager. This position assists with maintaining accurate records, data entry, reporting, quality assurance activities, vehicle documentation, filing and assists with coordinating special events. The position requires attention to detail, organization, confidentiality, and the ability to manage multiple administrative responsibilities.

AGENCY EXPECTATION OF EMPLOYEE:

• Adheres to all Agency policies, procedures and confidentiality requirements
• Demonstrates professionalism and serves as a positive representative of the Agency
• Maintains regular and reliable attendance
• Provides courteous, respectful and responsive customer service
• Communicates effectively with supervisors, coworkers and clients
• Demonstrates flexibility and adapts to changing priorities and workload
• Organizes work efficiently and meets established deadlines
• Maintains accuracy while handling multiple assignments
• Performs other duties as assigned

DUTIES AND RESPONSIBILITIES:

• Provide administrative and clerical support to the Senior Center Services program
• Enter and maintain vehicle maintenance records and related documentation
• Assist with vehicle tag renewals and distribution of current insurance cards
• Perform data entry into the Senior Center database and maintain accurate records
• Run routine reports from the database and distribute to appropriate staff
• Review senior center menus for accuracy and completeness and identify discrepancies in accordance with established requirements
• Review meal/attendance and other applicable logs for completeness and accuracy
• Maintain general administrative files, records and documentation in accordance with established procedures
• Assist with organizing and planning senior center special events, activities, meetings and other functions as requested
• Prepare correspondence, forms, packets and other administrative materials as requested
• Maintain confidentiality of participant, employee and organizational information
• Communicate professionally with senior center staff, participants, vendors and other individuals as needed.
• Assist the Senior Center Services Director and the Compliance Manager with special projects and other administrative duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong organizational and record-keeping skills
• Excellent attention to detail and accuracy
• Ability to enter and retrieve information from computerized databases
• Proficiency with Microsoft Office (Word, Outlook, Excel) and other office software
• Proficiency with Canva preferred but not required
• Basic working knowledge of general office equipment
• Strong organizational and time management skills
• Ability to maintain confidentiality
• Effective written and verbal communication skills
• Ability to work independently and as part of a team
• Ability to exercise sound judgment and maintain professionalism when interacting with clients, visitors, and staff

PHYSICAL AND WORK ENVIRONMENT REQUIREMENTS:

The physical demands described are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be made for qualified individuals with disabilities.

• Frequently sit, stand, walk, bend, reach, and use hands for computer and office tasks
• Frequently communicate with clients, coworkers, and the public in person and by phone
• Occasionally lift or move items weighing up to 25 pounds
• Operate standard office equipment
• Work primarily in an office environment with possible day travel to senior centers
• Maintain regular attendance

JOB CLASSIFICATION: Part-time, Hourly, Non-Exempt

• High school diploma or GED required
• One year of administrative, clerical, or customer service experience preferred
• Proficiency with Microsoft Office applications
• Valid driver’s license with acceptable driving record for Agency Insurance purposes