Administrative Assistant

Under the general supervision of the Director of Senior Services, the Administrative Assistant is responsible for performing a wide range of clerical and accounting tasks. Responsibilities include handling cash transactions, managing accounts payable and receivable, preparing correspondence, maintaining accurate records, and generating necessary reports. This position will also deliver excellent customer service by answering phones, assisting visitors, and providing accurate information.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Essential duties are not necessarily listed in priority order.

• Completes financial transactions including accounts payable, accounts receivable, general ledger entries, reconciling daily cash box and bank accounts and statements. Generates financial reports and submits for reimbursement. Assists with development of annual budget.
• Maintains accurate records, including contracted services information. Updates employee leave report and personnel records.
• Orders and tracks inventory.
• Prepares correspondence for members and the community. Assembles and distributes Commission on Aging meeting packet.
• Assists with state and national accreditation review and assembles required documentation. Coordinates Accreditation committees.
• Assists with training volunteers on reception desk duties.
• Completes special projects and other job duties as assigned or required.

• High School Diploma or equivalent is required.
• A minimum of two (2) years of experience in office or administrative support, accounting, or a closely related field is required.
• Must have access to reliable transportation for scheduled work hours.

For successful performance in this position, the incumbent must demonstrate the following competencies.

• Working knowledge of bookkeeping and accounting principles.
• Working knowledge of standard office equipment.

• Strong organizational and time management skills to handle a high volume of work, set priorities effectively, and adapt to shifting demands.
• Excellent written and verbal communication skills, complemented by strong customer service and interpersonal skills.
• Collaboration skills to effectively work with others, fostering teamwork, clear communication, and creative problem solving.
• Intermediate level of proficiency in technology, including Microsoft Office, Adobe Acrobat, and other relevant software applications.

• Ability to perform work duties under general supervision and operate within policy guidelines using independent judgment in achieving assigned objectives.
• Ability to understand and apply state, federal, and local laws, regulations, and ordinances to ensure compliance with all work practices.
• Ability to demonstrate integrity, honesty, initiative, and respect while maintaining strict confidentiality in all aspects of work.
• Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to a supervisor.
• Ability to establish and maintain effective working relationships with City appointed and elected officials, City employees, other governmental agencies, vendors, and the general public.
• Ability to exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
• Ability to be reliable, timely, and proactive in the completion of duties, meeting deadlines, and responding to inquiries.

A flexible, Monday – Friday, 20-hour work schedule is required for this position.

• Work is performed primarily in an office environment with occasional travel to meetings, work sites, or other locations.
• Work will involve contact with the public, requiring effective communication and professional conduct.
• Work may involve exposure to stressful situations, deadlines, or conflict resolution.
• Work requires the ability to sit, stand, walk, reach, bend, stoop, and lift objects up to 20 pounds.
• Work will involve operating standard office equipment (computer, telephone, copier, etc.).
• Vision and hearing are required to perform essential functions and communicate effectively.