COA Administrative Assistant
COA Administrative Assistant
Website Town of Concord, MA
The Town of Concord is seeking a reliable and enthusiastic individual to perform administrative, secretarial and bookkeeping tasks for our Senior Services/Council on Aging. Excellent customer service, record keeping and communication skills, with the ability to work effectively and independently despite frequent interruptions, will lead to success in this position. If you are a team player, flexible, dependable and motivated, we invite you to apply for this rewarding opportunity to work in an active community center serving Concord’s seniors.
Work Schedule: Monday-Thursday 8:00-5:00 and Fridays 8:30-2:30. Starting pay range: $25.62 – $36.00, depending on qualifications.
Open until filled with priority consideration for applications received by February 27, 2023.The Town reserves the right to modify the application deadline, and/or to accept applications after the deadline, to best serve the interest of the community
The most highly qualified candidates will be invited to one or more interviews and/or other assessments. All applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application.
Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and credit history checks, as well as a drug screening. Costs of these pre-placement requirements will be borne by the Town.
Under the general supervision of the Senior Services Director, performs moderately difficult administrative support tasks to assist Senior Services/Council on Aging operations. Duties require computer data entry, document preparation, record keeping, and working directly with customers and other municipal personnel. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control. Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of details, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.
ESSENTIAL JOB FUNCTIONS:
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
¨ Provides secretarial support to the Senior Services Director, staff, and volunteers. Answers and maintains telephone lines and responds to inquiries relating to Division services.
¨ Assists seniors in signing up for various programs and services. Processes reservations and payments, makes arrangements, and maintains records for senior trips, luncheons and other events.
¨ Creates the monthly van driver schedule; contacts van drivers to cover routes as necessary; communicates with van drivers via radio; makes arrangements for service to the van, and schedules rides for seniors as requested. Prepares daily route schedule of van.
¨ As back-up or assigned, performs bookkeeping duties for the Division. Pays invoices and maintains records, including those for grants and gifts; prepares bill schedules; assigns accounting codes; and monitors budgets. Processes and records all receipts of cash and checks for Division activities and HWCC rents. Transports and delivers collected funds to Treasurer’s office. Prepares, submits, and maintains payroll and leave records for Division employees. Provides information and handles reservations for the rental of HWCC. Maintains inventory of and orders office and lunch supplies.
¨ Assists with the setup of audio-visual equipment for programs.
¨ Dispenses and accepts the return of medical equipment, involving lifting and carrying of objects; maintains records as to the status and whereabouts of such equipment.
¨ Provides direction to office volunteers or senior work program personnel. Provides training and orientation on office procedures, equipment and software to new volunteers or employees.
¨ Maintains the accuracy of client information in senior center software; ensures that emergency contact information is on file and assists with preparation of statistical reports.
¨ Assists with Division communications including maintaining and posting materials on the Senior Services/COA web site; preparing, editing, and distributing newsletters; sending information to the local newspaper for publication; and maintaining accurate mailing lists.
¨ Assists with coffee and refreshment service as needed.
¨ Performs special projects and related responsibilities as initiated and requested.
¨ Performs other related duties as required, directed or as the situation dictates.
¨ Regular attendance at the workplace is required.
EDUCATION, EXPERIENCE & SPECIAL REQUIREMENTS:
¨ Any combination of education and experience that provides the ability to perform functions is qualifying. A typical example of this is: Associate’s Degree and one or more years of experience in general clerical, secretarial, and bookkeeping work, or any equivalent combination of education and experience. Municipal experience and training in secretarial science or business administration preferred.
¨ Employment in this position is contingent upon CORI (Criminal Offender Record Information) review.
¨ Valid driver’s license required.
KNOWLEDGE, SKILLS & ABILITIES:
¨ Thorough knowledge of office procedures, practices and terminology. Complete knowledge of the use of office and data processing equipment, business arithmetic, American business English and spelling. Familiarity with rules, laws, procedures, regulations, etc. pertinent to the operations of the department helpful. Knowledge of bookkeeping techniques. General knowledge of local government and its operations helpful. Familiarity with pertinent state and local laws relating to departmental operations preferred.
¨ Proficiency in utilizing a variety of computer software systems, including word-processing, spreadsheet, and database applications.
¨ Ability to organize time and prioritize assignments, work independently and accomplish tasks despite frequent interruptions.
¨ Ability to maintain detailed statistics, records and clerical records.
¨ Ability to maintain and respect confidentiality.
¨ Ability to compose correspondence and to prepare, type and proofread reports as to form and logic flow. Ability to maintain detailed budget accounts, financial records and clerical records.
¨ Ability to communicate effectively, tactfully and courteously with the public, co-workers, other employees, departments, officials and other agencies.
WORKING CONDITIONS & PHYSICAL DEMANDS:
Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a moderately noisy work environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.
Operates computer, printer, video display terminal, keyboard, calculator, telephone, copier, facsimile machine and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
To apply for this job email your details to firstname.lastname@example.org