Administrative Assistant - Senior Center

Job Description

From the Director:
We strive to create a welcoming and friendly environment. Every staff member represents our Center and helps to make The Elko Senior Center a place where people of all ages may feel appreciated, welcomed, encouraged and valued. A great number of our members worked many years to make our beautiful community all it is today. They were/are professionals, coaches, teachers, homemakers, laborers, clergy, parents, caregivers, and mentors! We are fortunate to serve them as our guests.

SUMMARY OF JOB PURPOSE
The Administrative Assistant performs a full range of administrative support duties for the Elko Senior Center.

ESSENTIAL FUNCTIONS
Duties may include, but are not limited to the following:

• Greet and direct visitors to the appropriate resource.
• Communicate tactfully, both orally and in writing, with co-workers and the general public.
• Comply with Elko Senior Center and Elko County Policies.
• Compose documents and materials including correspondence, memoranda, reports, charts, and other items in support of program and Center operations; provide and explain information including applicable rules, regulations, guidelines, policies, and procedures; distribute materials to concerned parties according to established distribution lists or on an as-needed basis.
• Manages office machines.
• Maintain and organize Center records and files.
• Work with appropriate organizations.
• Assists with the grant process and maintains required files. Tracks progress and ensure compliance with grant requirements.
• Organizes and maintains Center invoices to be paid. Prepares invoices for approval for payment of invoice. Processes appropriate method of payment. Resolves problems that arise from incorrect billing.
• Make bank deposits as necessary, but not less than weekly. Reconcile petty cash funds.
• Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports using relevant and appropriate data.
• Submits documentation, such as quarterly reports for open grants and federal funding to the appropriate program.
• Tracks and informs employees of renewal requirements for licensure, certifications, and memberships as needed.
• Assist in all areas of the Center, including the Kitchen, as needed.

Education and Experience

• High school diploma or equivalent.
• Minimum 2 years of related work experience.
• Must maintain a valid Nevada driver's license.

Knowledge, Skills, and Abilities

An employee in this position must have the following knowledge, skills abilities upon application:

• Knowledge
  • General clerical and administrative operations, services, and activities.
  • Principles and practices of customer service.
  • Pertinent County policies, federal, state, and local laws, codes, and regulations.
  • Knowledge of accounting methods, principles, and practices
  • Working knowledge and correct usage of business English including spelling, grammar, punctuation, vocabulary, and formats.
  • Working knowledge of business correspondence formats, recordkeeping, report preparation, filing methods, and records management techniques.
  • Working knowledge of personal computer hardware and software including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information. Knowledge of all applicable federal and state laws and regulations, county ordinances and regulations, department rules and regulations.
• Skills
  • Demonstrating excellent interpersonal skills especially in dealing with the public and with frequent interruptions.
  • Communicating effectively both verbally and inwriting.
  • Understanding and carrying out complex written and oral communications.
  • Managing time effectively.
  • Applying basic accounting concepts. Making and verifying arithmetical computations with accuracy and speed.
  • Using the tools and equipment listed below.
• Abilities
  • Exhibit quality customer service skills when dealing with co-workers and the general public.
  • Operate and use modern office equipment, including computers.
  • Reacting calmly and quickly under duress and strain.
  • Performing detailed clerical tasks accurately, orderly, and timely fashion.
  • Accomplishing organizational goals and working independently on assignments from beginning to end. Managing multiple deadlines and competing demands successfully.
  • Perform competently in dynamic, potentially stressful situations.
  • Communicate clearly and concisely, both orally and inwriting.
  • Developing and maintaining effective working relationships with subordinates, peers, supervisors, city, county, state, and federal officials, and the public as needed. Dealing with problems courteously and tactfully.
  • Type a minimum of 45 words per minute and accurately use a ten-key calculator.
  • Prepare clear and concise administrative and financial reports.
  • Determine the seriousness of a situation and relate the concern to the Asst. Director or Director, in a timely and responsible manner.
  • Complying with Elko Senior Center procedures and Elko County policies.

Physical Demands and Working Environment

An employee in this position must meet the following physical requirements upon application:

• Work is performed in an office setting.
• Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• While performing the duties of this job, the employee is frequently required to talk or hear, sit, use hands to finger, handle, feel or operate objects or controls, and reach with hands and arms. The employee is occasionally required to stand or walk.
• Ability to sit or stand at a computer for several hours at a time.
• The employee must occasionally lift and move up to 30pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The noise level in the work environment is usually moderately quiet. Frequent interruptions to planned work activities should be expected.
• Environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors. Tools and equipment used include a personal computer, printer, scanner, telephone, calculator, copy machine, fax machine, and other associated office equipment.
• Incumbent will occasionally be asked to travel in a passenger vehicle.
• Exposure to a working kitchen environment

Elko County is an Equal Opportunity Provider and Employer