Administrative Secretary - for City Senior Center Job at City of Madison, AL
General Position Summary
- $0 Cost Individual Medical -
- RSA Retirement Benefits -
This position may remain open till filled or until we receive a sufficient number of applications.
This position provides administrative support to the Senior Center Director, and supports the Director with budgeting, timecards, accounts payable paperwork and other administrative processes. Serves as Receptionist for the Senior Center.
Examples of Responsibilities
- Provides administrative support to Senior Center Director.
- Responsible for composition of a variety of correspondence and interaction with employees, seniors, agencies and vendors.
- Performs work under the general supervision of the Senior Center Director.
- Greets and assists all visitors and answers incoming calls.
- Develops grant applications.
- Processes department timecards, pay change forms and personnel records.
- Manages petty cash for the Senior Center.
- Oversees Senior Center fixed asset inventory.
- Schedules building, vehicle, and equipment repair and maintenance.
- Obtains quotes and makes purchases as needed, processing purchase orders, purchase requisitions and all required paperwork (including uniform and janitorial supplies).
- Completes necessary paperwork concerning the budget, as well as posting monthly expenses.
- Assists with scheduling of seminars and training courses for personnel.
- Submits specifications for equipment purchases.
- Maintains Senior Center Policy and Procedures Manual.
- Prepares memoranda, email, letters, and general correspondence.
- Assists in composing, typing, and distributing monthly newsletter.
- Places lunch orders and maintains related TARCOG records.
- Enters and updates information related to the nutrition program.
- Maintains records of daily bus passengers.
- Provides seniors with tour of facilities and answers program questions.
- Completes TARCOG reports for new participants.
- Assists Director in the administration of the annual budget.
- Assists seniors with computer use.
- Maintains birthday list of home bound seniors and mails birthday cards.
- Assists Director with various tasks and projects.
Job Conditions:
- Normal office working conditions.
- May require occasional overtime and weekend work.
- Strong background record required, due to accessibility to employee and city property and records and interaction with seniors.
- Must maintain a strong driving record for city-insurance purpose and record may be checked periodically by the city.
- Frequent interruptions.
Minimal Qualifications
- High school diploma required, with advanced office skill training preferred and some college-work related to duties preferred.
- At least 5 years experience working in clerical field performing similar tasks to job responsibilities.
- Experience with receptionist work, including answering phone system and foot traffic.
- Strong work history of dependability and performance.
- Reading skills to understand written instructions.
- Communication skills to understand verbal instructions.
Supplemental Information
Specific Job Skills:
- Knowledge of Microsoft Office (Word, Excel, Powerpoint, etc.) Microsoft Outlook, Microsoft Project and Internet skills.
- Knowledge of purchasing, maintaining inventory, scheduling, filing and math skills.
- Ability to understand instructions, policies, and general written correspondence.
- Ability to communicate information and needs to other workers, employees, supervisor, and general public.
- Ability to work independently without close supervision.
- Ability to multi-task and work at a fast pace to complete a high volume of work.
- Ability to maintain petty cash fund.
- Skill to operate office equipment such as fax machine, copier, typewriter, computer, printer, adding machine and phones.
- Strong team and interpersonal skills.
Physical Capabilities:
- Most work is performed while sitting at a desk or table, intermittently sitting, standing, stooping, or walking.
- The employee frequently lifts light objects.
- The employee is exposed to noise, dirt, dust, grease, and occasional cold or inclement weather.
- Work may require the use of protective devices such as masks, goggles, or gloves.
- Must be able to hear and communicate with seniors clearly and loudly over the telephone.
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