Senior and Disability Services - Administrative Assistant

Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all the qualifications, they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don’t meet every minimum qualification described or are unsure if your experience could be considered related experience.

Bilingual English/Spanish encouraged.

This position is FLSA non-exempt and eligible for overtime. This position is union represented. Provides administrative support to the SDS Program Director, the Senior and Disability Services Advisory Councils (SSAC and DSAC), and other Older Americans Act and Medicaid Program functions, e.g., prepares reports, completes forms, maintains mailing lists and various databases, data entry and minute preparation. Works on special projects.

Performs position duties in a manner which promotes customer service and harmonious working relationships, including treating all people courteously and respectfully. Engage in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff, supervisors, and advocates through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.

Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance. Contributes to a positive, respectful, and productive work atmosphere. Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement.

• Prepares agendas for council and volunteer advocacy group meetings, including identifying topics or speakers of interest to participants.
• Schedules meetings and ensures compliance with applicable public meeting laws and regulations.
• Coordinates recruitment efforts for council and advocacy group members, including outreach and follow-up communications.
• Supports retention and appreciation initiatives for volunteers, such as organizing recognition events and sending thank-you communications.
• Takes accurate and detailed minutes for council, committee, and advocacy group meetings.
• Provides logistical support for meetings, including scheduling rooms, arranging TEAMS or in-person sessions, ordering refreshments, and handling setup and cleanup.
• Provides onboarding materials, orientation, and training resources for new council and advocacy group members.
• Develops and distributes one-pagers, advocacy information sheets, and other informational materials to support council and volunteer activities.
• Supports the Director of the program with administrative tasks, scheduling, and project management related to council and advocacy groups.
• Collaborates with other Older Americans Act systems and programs to coordinate resources and support for councils and advocacy groups.
• Orders supplies and materials necessary for council and advocacy group activities.
• Coordinates follow-up calls and emails to confirm meeting attendance for council and advocacy group members.
• Processes monthly timesheets, reimbursement requests, and logs for staff and volunteers involved with council and meeting activities.
• Assists with the logistics and coordination of appreciation events, advocacy days, and special projects for councils and advocacy groups.

• Website and other online platform coordination (formatting, maintenance, and updating) with meeting materials, resources, and announcements for councils and advocacy groups.
• Prepares spreadsheets and reports using various spreadsheets, databases, and word processing software.
• Maintains and updates contact lists, member databases, and distribution lists for councils and advocacy groups.
• Manages electronic and paper files for council…