JOB SUMMARY

Under the supervision of the Administrative Program Specialist the position performs a variety of clerical and operational support to include customer service, heavy phones, data entry, preparing documents, filing, record keeping, statistical reporting and financial transactions. This position requires strong communication skills, ability to multi-task and work under pressure. The incumbent will also be assigned to program area(s) comprising approximately 20% of work activities. This position is a non-exempt (hourly) position.

ESSENTIAL JOB FUNCTIONS:

• Heavy phones and greeting guests with excellent customer service skills; directing guests/callers appropriately; handling participant referrals and requests, and/or providing general program information; taking/delivering messages; taking applications via phone.
• Handling participant scheduling and status changes.
• Managing, maintaining and disseminating accurate and current route sheets, maps, and daily schedule changes; may draft field notes and information as needed.
• Generating accurate daily and/or weekly orders; compiling participant contribution deposits.
• Maintaining required confidential participant records and monthly reports pursuant to department, agency, local, State and Federal requirements.
• Maintaining proper filing systems; data entry; maintaining accurate information in appropriate databases, paper files or electronic files; creating or modifying various documents and reports using Excel spreadsheets and database software as requested.
• Receiving, compiling, reconciling reports, service records and financial transactions per reporting requirements and deadlines; compiling, reconciling and producing program data reports for daily, weekly, monthly, quarterly and/or special assignments as needed, i.e., grant requests and service reports, management research and service data.
• Training, scheduling, supervising & assigning volunteers; supporting program area(s) and staff.
• Writing general correspondence, memos, emails; performs copying, document imaging, faxing, filing, record keeping, and other basic office functions; collecting, processing, and distributing mail, deliveries, and interoffice correspondence.
• Assisting in developing community resources and maintaining a current directory of services pertinent to the needs of frail, at-risk older adults aged 60 and older.
• Performing community outreach activities to educate per services and programs.
• Assisting with the training new staff, interns, and volunteers.

QUALIFICATIONS:

• HS diploma; two years’ experience in an administrative support role.
• Call center customer service and/or telephone scheduling a plus!
• Intermediate-advanced skills with Microsoft Word, Excel, Outlook.
• Prior experience working with older adults; knowledge of the needs related to elderly preferred.
• Strong verbal and written communication skills; ability to effectively communicate with participants, family and caregivers.