Administrative Aide - Community Resources and Services, Office on Aging and Independence

Howard County Government•Md 21046, MD

8d•$51,139 - $55,938

About The Position

Provides administrative support to the Office of Aging and Independence. Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative support, technical tasks and secretarial work assisting legal staff or an executive level government official. Applies bookkeeping, accounting and data processing principles to accounting and financial record keeping and reporting systems at the advanced technical level.

Requirements

Associate's degree and two (2) years related experience or equivalent combination of education and experience.

Nice To Haves

Cash handling experience.
Receptionist experience.
Experience in working in a senior center or its equivalent.
Strong interpersonal skills, excellent oral and written communication skills and the ability to work well with an ethnically diverse population.
Strong computer proficiency especially with Microsoft Office (Word, Excel, PowerPoint), database management and spreadsheet applications.
Proficiency in virtual platforms and use of technology for human services delivery.

Responsibilities

Provides back-up support to front desk reception: phones, mail, greeting customers, referrals, general assistance.
Performs general administrative tasks including mail distribution, supply orders, photocopying, faxing, filing, calendar maintenance, and appointment scheduling.
Orders and maintains inventory of office and program supplies.
Prepares routine correspondence, meeting minutes, newsletters, and other administrative documents.
Attends meetings and trainings; records meeting minutes.
Supports Office on Aging and Independence (OAI) programs, publications, boards, and commissions, including updating and maintaining databases and systems.
Provides overflow support to the Office Administrator, Operations Manager, and Division Managers.
Provides administrative and program support to the 50+ Center Division: scheduling, newsletters, correspondence, program data entry, and client communications.
Assists 50+ Center staff and program managers with entering activities and creating/running ActiveNet reports.
Enters program data into internal databases for various OAI programs and runs reports as requested; supports program reporting.
May act as registrar and support large events (vendor packets, registrations, deposits).
Processes direct payment claims for vendors; maintains payment records.
Receives and processes invoices, mileage claims, and related fiscal documents.
Enters financial information into internal fiscal databases.
Responds to staff and vendor inquiries regarding payments.
Reconciles PDQ transactions for assigned cardholders.
Assists Division Managers and Program Manager with tracking expenditures and running fiscal reports.
Assists with the interview process for open OAI positions: contacting applicants, scheduling interviews, creating calendar invites/virtual meetings, and updating hiring managers.
Updates webpages as requested and ensures ADA compliance.
Maintains and updates internal databases and reporting systems.
Participates in emergency management activities as requested, including after-hours work.
Works collaboratively as part of the administrative support team and on designated projects.
May serve as backup timekeeper for time and leave functions.