Job Description

Administrative Services Support Assistant Location United States :

JOB SUMMARY: Under the direction of the Director of Nutrition and Activities or Director of Finance, provides coverage to various agency positions. Provide coverage to the following positions: Agency Receptionist, Dining Center Coordinators, and Nutrition Program Assistant. In addition, assists participants of agency activities and supports the Nutrition & Activities Manager and agency team members in providing general assistance concerning the areas of senior services, nutrition, and activities.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Performs substitute responsibilities for the following positions according to each respective :
  • Receptionist: Under the direction of the Director of Finance, operates a multi-line telephone system, distributes mail and faxes, and performs other typing and clerical duties.
  • Dining Center Coordinator: Responsible for Dining Center operations and activities including employees, volunteers, and food service for both the assigned Dining Center and applicable Home Delivered Meals (HDM) routes. Works with the Nutrition & Activities Director, Nutrition & Activities Supervisor, and Food Service Manager to ensure compliance with Title III and food safety regulations.
  • Mobile Dining Center Coordinator: Responsible for Dining Center operations and activities including employees, volunteers, and food service for both the assigned Dining Center and applicable Home Delivered Meals (HDM) routes. Works with the Nutrition & Activities Director, Nutrition & Activities Supervisor, and Food Service Manager to ensure compliance with Title III and food safety regulations.
  • Nutrition Program Assistant: Manage database of Title III participants using SAMS and SAMScan software. Provide clerical and operational support to the Nutrition Department. Assist with purchasing and inventory within department. Assist with clerical and delivery requirements of catering. Maintain other databases as needed and serve as the department substitute.
• Pivots between programs and/or travel between various satellite sites to provide support.
• Assists participants of agency activities by interfacing with the general public regarding activity inquiries.
• Encourages visiting seniors to attend activities; provides information and tours as appropriate.
• Sells Dial-A-Ride tickets (DAR), writes receipts for tickets purchased, and maintains relevant databases and weekly DAR deposits.
• Processes intake and applications for Senior Home Repair (SHR) requests, creates purchase orders, contacts and schedules assignments for Senior Home Repair/Maintenance Worker, and performs follow-up. Prepares month-end SHR paperwork for Nutrition & Activities Manager.
• Assists with the seasonal firewood sales program, including processing daily deposits.
• Oversees the “RUOK” program including activating new participants and working with program volunteers.
• Oversees commodity distribution, ensuring regulations are followed by employees and volunteers.
• Prepares monthly activity calendar and updates website for activities and menus, as assigned.
• Distributes daily Activity Logs, posts daily schedules, performs daily counting and logging of activity donations, and processes weekly deposits.
• Provides general assistance in the Senior Service Office including maintaining various program files, production of a monthly activities brochure, maintaining bulletin boards, room setup and takedown, and handling telephone calls for activities information.
• Participates in the process of teaching, training, and mentoring student interns, and volunteers working within the program area.
• Acts in manner consistent with agency values.
• Other duties as assigned.

EDUCATION &/or EXPERIENCE :

• High school diploma or GED equivalent required.
• Minimum of one (1) year experience in a clerical or administrative role required.
• Minimum of one (1) year experience in a supervisory role required.

LICENSES OR CERTIFICATES :

• Valid California Driver's License, and personal auto liability insurance required. Must have a personal vehicle in good driving/operating condition, insured for State minimum liability requirements, and that can be used for the applicable job functions noted above.
• Current CPR and First Aid certification within six (6) months of hire.

PRE-SCREENING REQUIREMENTS:

• Requires clearance of a DOJ and FBI criminal history background check
• Requires Motor Vehicle Report verification.
• COVID-19 and Influenza (flu) vaccines preferred.

JOB SKILLS:

1. Demonstrated interest in working with the elderly, knowledge of, and sensitivity to the needs of low-income seniors.

2. Customer service experience, skills, and abilities necessary to work and communicate with diverse frail and/or elderly populations, employees, visitors, the general public.

3. Ability to interact and maintain relationships with other program stakeholders in a friendly, courteous, and professional manner.

4. Ability to relate to and communicate with elderly and frail persons as well as co-workers, and to assist people who are in crisis or under extreme stress.

5. Ability to handle and prepare food in accordance with high quality food preparation, sanitation, and safety standards.

6. Ability to work as part of a team, taking initiative and responsibility, while working with minimal supervision. Good judgment, resourcefulness, flexibility, and problem-solving skills.

7. Prioritize and plan work activities using time efficiently to meet deadlines and follow up on assignments with minimal direction.

8. Ability to complete duties within an agreed upon time frame and to remain flexible to changes in daily job tasks, priorities, and/or workload.

9. Ability to maintain organization, timeliness, accuracy, thoroughness, and to monitor work for quality while performing various overlapping tasks.

10. Ability to maintain a positive attitude and balance in relationships with others in complex interpersonal situations.

11. Ability to work in a constantly changing environment with individuals of various backgrounds and abilities.

12. Demonstrates sound verbal and written communication skills to convey information effectively. Ability to communicate clearly and concisely, both written and orally, with coworkers, community members, and in presentations and/or meetings.

13. Ability to keep immediate and surrounding work area neat and organized, in a manner consistent with a professional environment.

14. Ability to be dependable, follow instructions, respond to management direction, and improve performance through feedback.

15. Ability to collect information and maintain accurate records.

16. Ability to maintain excellent attendance and punctuality records.

17. Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and relevant computer programs and software. Basic knowledge of computers and web-based applications such as timekeeping, training, and email programs.

18. Ability to maintain confidentiality.

19. Ability to coordinate a multi-faceted program, and recruit and supervise employees.

SUPERVISORY REQUIREMENTS :

• When acting as a Dining Center Coordinator, this position supervises the following employees: Food Service Aides, HDM Drivers, and program volunteers.
• In coordination with Human Resources and other supervisory staff, may oversee hiring, orienting, training, evaluating, discipling, and terminating of specified departmental staff.

PHYSICAL REQUIREMENTS:

• Physical abilities sufficient to move between different staff work areas, communicate with co-workers and the public, operate a computer, produce reports, talk on the telephone, and travel to other agency worksites.
• Physical ability to setup and takedown tables and chairs as needed for various events.

Job Tags

Full time, Seasonal work, Work at office, Immediate start, Flexible hours,

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