Administrative Assistant - Senior Place

DATE: 9-30-13

JOB TITLE: Administrative Assistant/ Senior Place

DEPARTMENT: Parks and Recreation
DIVISION: Senior Place

IMMEDIATE SUPERVISOR:Assistant Recreation Director “Facilities”

DIRECTION OF OTHERS:Part time employees and volunteers

 

NATURE OF WORK:  To provide administrative support and to facilitate communications for an extensive Parks and Recreation Department. To coordinate, manage, and implement administrative services to the Senior Place. Also provides customer service for an extensive number of walk-in customers.

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EDUCATION, TRAINING, AND EXPERIENCE REQUIRED:

Minimum qualifications: High School graduate or GED, supplemented by at least two years of post-graduate education with a minimum of four years office and computer experience, or equivalent combination of education and experience.

Preferred Qualifications: Three years’ experience in the field of gerontology.

WORK PERFORMED/AREAS OF RESPONSIBILITIES:
I. Assist in research and subsequent evaluations to determine the needs of senior citizens, ages 55 and older.

A. Stays abreast of trends and needs of members.
B. Acts as an advocate and liaison for members
C. Works closely with service providers, ie. Semcac, Legal Services, Green Thumb, etc.

D. Assist with establishing and maintaining a volunteer program. Prepares schedules and information for volunteers as needed.

 

II. Performs required administrative assistant functions.

A. Assist in the annual detailed budget request to the Director of Parks and Recreation
B. Operates within approved budget allocations.
C. Assist with grants and coordination of fund raising activities.
D. Assist with preparing monthly, annual, and special reports as requested (City, Senior Place Board, and other agencies.)
E. Coordinates facility usage through effective working relationship with City, County, and local residents along with the monthly billing of the rentals.
F. Coordinate facility safety and maintenance, includes furniture and equipment.

 

III. Promotes Senior Place and its mission.

A. Develops effective brochures, promotional materials, press releases, and weekly radio and column along with television and other media deemed necessary.
B. Maintains website and social media with pertinent up to date information.

 

IV. Provides recommendations to the Senior Place Inc. Board and Park and Recreation Board relative to the policies and programs of Senior Place members.

A. Prepares meeting agenda's and relevant support materials.
B. Maintains Senior Place Board records.
C. Assist with implementing Senior Place Inc. and Park and Recreation Board decisions regarding programming and related policies.

 

V. Performs all other job related duties as assigned.

EXTENT AND TYPE OF INTERACTION WITH PUBLIC
 I. Represents the City through direct contact with the public.

 A. Has daily contact with the public, including walk-in, voice, and electronic communications.

 B. Represents the department through news releases and a weekly radio show.

 C. Answers inquiries on department services and functions, as well as inquiries regarding services at West Hills.
 

REQUIRED LICENSES, CERTIFICATIONS AND REGISTRATIONS
I. Must possess and maintain a valid Minnesota Driver's License.

II. Attendance at various computer training classes.

 

EQUIPMENT AND TOOL OPERATION
I. Employee must be capable of operating a variety of office equipment relative to this position which shall include but may not be limited to: communication equipment, computers, typewriters, copiers, fax machines, calculators, laminating machine, credit card machines, cash register, and computer printers.

WORKING HOURS AND CONDITIONS
I.  Hours may vary but are generally 8:00 a.m. - 5:00 p.m., Monday through Friday. This is a non-exempt position.

 II. This position works primarily in an office environment, with little exposure to outdoor temperature variations or environmental factors.

 

In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands:This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.