Senior and Disability Services - Administrative Assistant

Advisory Council Administrative Assistant

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.

Essential Job Duties

50% General Council and Advocate Support

• 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.

40% Document Production, Communications, and Application Support

• 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 activities, including archiving minutes, agendas, and resource documents.
• Creates and maintains reference materials with updated advocacy and council resources.
• Distributes meeting materials, agenda packets, and advocacy resources to council and group members.
• Handles mailings, printing, scanning, photocopying, and filing for council and advocacy group communications.

5% Meeting and Program Support Coordination

• Assists with preparing meeting rooms, including setting up supplies and equipment as needed.
• Provides support for Area Plan development by locating relevant data, proofreading documents, and assisting with editing tasks.
• Works collaboratively with the State association (O4AD) to support agency initiatives and projects.

5% Other Job Duties

• Performs a variety of other administrative and clerical duties as assigned to support Councils, advocacy groups, and the Director.
• Other duties assigned by the Program Director.

Working Environment

Work is generally performed in an office environment with routine computer and telephone usage. Position requires sitting and typing for long periods of time. Position may require attendance at occasional evening meetings. Occasional travel throughout the three-county area may be required to pick up meeting supplies, or run errands for the program, attend trainings, or visit other COG work sites.

Supervision…