Administrative Support Assistant

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Job Description

Are you organized and enjoy supporting and communicating with aging adults? Do you thrive in a people-focused workplace? We’re seeking a dependable Administrative Support Assistant to join our Aging Services team. In this role, you’ll work in a collaborative, team-oriented environment where each day offers something new. If you’re ready to use your administrative skills in a position that blends compassion and a positive, supportive workplace, we’d love to hear from you!

Essential Functions

The following essential functions serve as a general guide for this position. Position functions are subject to change based on departmental needs and external factors including, but not limited to, regulatory requirements.

• Acts as a receptionist by greeting visitors, answering the telephone, forwarding calls, providing information, answering questions, responding to inquiries or complaints, and directing visitors to the appropriate party;
• Assists the public with the completion of various forms, applications, etc. by verifying the completeness and accuracy of information;
• Assists with entering new client registrations into the MySeniorCenter software and assigning a key tag to the participant so they can sign in for activities and programs at the Center;
• Provides tours of the Center as needed when requested by the Aging Services Center Manager or when the Aging Services Center Manager and Activity Coordinator are unavailable;
• Assists with preparing items for the Center’s day trips such as name tags for participants and printing participants’ emergency contact information for staff assigned to the trip;
• Coordinates birthday, sympathy, get well, and other cards for staff and participants;
• Types and composes a variety of documents independently including correspondence, forms, reports, meeting minutes, agendas, and related documents, etc.;
• Enters a variety of data into the computer, checks and reviews data for accuracy, completeness, and conformance to established standards and procedures, and enters and retrieves sensitive and restricted information into the computer system;
• Assists with tracking consumer contributions or other funds received, issues receipts as needed or requested, and prepares daily deposit slips to be taken to the bank by the Director or Deputy Director;
• Receives, sorts, processes, and distributes incoming and outgoing mail and/or packages including preparing items to be delivered from one Center to the other by the department’s courier;
• Assists in the preparation and distribution of activity calendars, flyers, informational materials, and newsletters;
• Assists with maintaining supply inventories and notifies the Director or Deputy Director of needed supplies;
• Operates a variety of standard office equipment;
• Performs other duties as assigned.

Minimum Qualifications

High school diploma or GED, moderate experience providing administrative support and working with the public, or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Thorough knowledge of standard office practices, procedures, equipment, and secretarial techniques;
• Strong customer service skills with an ability to work with a diverse group of individuals and provide equitable treatment to all;
• Skill in operating Microsoft Office programs such as Microsoft Word, Excel, Publisher, PowerPoint, Outlook, search engines such as Google Chrome, and other commonly used electronic programs;

• Ability to multi-task, prioritize duties, and manage time effectively;
• Ability to communicate ideas, orally and in writing and follow written and oral instructions;
• Working knowledge of the relevant Aging Services program services, policies, and procedures to be able to accurately assist clients;
• Ability to keep office records and to prepare accurate reports from file sources;
• Ability to perform and organize work independently;
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor;
• Ability to establish and maintain effective working relationships with County officials, department heads, peers, associates, and the general public.

Chatham County is fully committed to equal employment opportunity (EEO) principles and issues this anti-discrimination/EEO compliance clause to support and maintain employee’s rights and responsibilities relating to equal employment. The core of equal employment opportunity is the right to work and advance on the basis of merit, ability, and potential, free from prejudice or discrimination. In accordance with the applicable anti-discrimination statutes, executive orders, and other authorities, Chatham County protects employees against discrimination, to the fullest extent of law, on the basis of race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity, age, disability, genetic information, marital status, political affiliation, whistleblower activity, parental status, and military service (past, present, or future), and against retaliation for participation in EEO activity or opposition to discrimination.