The Administrative Aide serves as the first point of public contact with our client's volunteers and provides information about the organization in a helpful, professional and timely manner. The Administrative Aid has primary responsibility for overseeing daily activities, managing and tracking attendance, providing center coverage and special reports as requested. The Administrative Aid provides administrative, technical and program support to the Center Manager and Director of Neighborhood Senior Centers.
Duties and Responsibilities
General Administrative Duties
• Welcome visitors and answer phones in a courteous and professional manner, directing to appropriate individuals.
• Provide general administrative and clerical support including mailing, scanning, faxing and copying to Center
Manager, handling sensitive documents with respect and confidentiality.
• Assist in the preparation and distribution of internal community newsletters, flyers and announcements.
• Assist in maintaining filing systems for general information, vendor information, and other agency information as
directed by the Center Manager.
• Maintain supply inventories; ordering and storing appropriately.
• Submit assigned monthly required reports in an accurate and timely manner.
• Assist Center Manager with ensuring that the Senior Center meets all county and state operating requirements.
• Assist Center Manager with obtaining and maintaining accurate participant records, assist with participant recertification process, and assist with entering and updating participant data into the Harmony database.
• Provide occasional center coverage and oversight in the absence of the Center Manager.
• Provide direct support to program participants.
• Actively engage in daily activities for participants. Supervise clients on special trips.
• Assist in tracking client participation.
• Assist and oversee the preparation and distribution pre-cooked meals to participants.
• Coordinate special projects as assigned by the Center Manager.
• Assist in the recruitment, training, orientation, and management of volunteers as directed by the Center Manager.
• Assist in obtain pertinent records from volunteers to ensure licensing compliance, including background checks,
health records, etc.
• Assist in maintaining an accurate database of volunteers and submit reports as requested.
All staff are expected to take on additional responsibilities as designated by their supervisor or Agency Directors and participate in organization-wide endeavors as appropriate.
Undergraduate degree in Business Administration or human services field OR AAS in Secretarial Science with experience in human services field
3 years administrative related experience and nonprofit organizations;
Advanced computer skills, including proficiency in Microsoft Office products.
Customer Service skills
Excellent communication skills, both oral and written, especially editing skills.
Ability to organize and complete multiple tasks.
Ability to work independently with little supervision.