Administrative Assistant - AAA

Luzerne County•Wilkes-Barre, PA

12h•Onsite

About The Position

This position provides administrative support to the Senior Center Services Department of the Area Agency on Aging. The role involves coordinating and implementing various programs and services, managing administrative tasks, and assisting with community outreach and special projects.

Requirements

Knowledge of the physical, cultural and social aspects of the Active Adult Centers.
Knowledge on how to operate a copier, fax, printer and laminator.
Knowledge of Microsoft Office Suite including proficiency in Microsoft Word and Excel.
Some knowledge of the principles and practices of public administration.
Some knowledge of the principles of governmental accounting, statistics, and public personnel administration.
Some knowledge of the sources of information, methods, and techniques used in administrative research.
Ability to learn about the Area Agency on Aging programs and the services of other community agencies.
Ability to independently execute assignments requiring the organization of tasks/materials and the development of procedures.
Ability to speak and write effectively, both orally and in writing with the senior population and staff.
Ability to maintain productive co-worker relationships.
Ability to carry out with some supervision staff assignments requiring the organization of material and development of procedures.
Ability to conduct studies and analysis contributing to the development of sound operational procedures.
Ability to speak and write effectively.
Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.
Must be a resident of Pennsylvania.

Responsibilities

Coordinating and implementing a distribution process for the PA Dept. of Agriculture's Farmer's Market Nutrition Program for older residents in Luzerne and Wyoming Counties, amounting to $228,000.00 in vouchers to approximately 9500 qualified consumers.
Preparing and distributing the monthly regular and diet menus for congregate meal program to all 17 active adult centers.
Preparing/distributing the press release and entering menu info on to agency website.
Recording minutes and completing organizational tasks, i.e., office supplies, petty cash, postage, packets for monthly Center Directors' meeting.
Recording minutes for bi-yearly Health & Wellness meeting and organizing and distributing packets for said meeting.
Assisting with arranging/conducting major community service activities i.e., May Senior Dinner Dance (400-500 people), Health & Wellness Programs, Active Aging Days.
Coordinating special Agency projects (i.e. Holiday Toy Collection, fundraisers,) as assigned by Director of Center Services.
Designing and developing brochures and flyers for marketing or special events.
Designing and developing forms for senior centers, projects and SFMNP.
Managing and fiscal record keeping of petty cash for small active adult centers.
Distributing and ordering center office supplies for all 17 active adult centers.
Ensuring agency/senior center events are in compliance with insurance liabilities for all activities off site, beyond business hours or for groups beyond usual number of participants by requesting coverage from County insurance company for each specific activity before its operation.
Maintaining Agency room reservations for conference room on shared conference room calendar.
Recording keeping of new center part-time center employees accumulation up to 975 hours for monthly Union report as well as hours kept on part-time center employees for annual employee training/luncheon/recognition.
Ensuring senior centers are completing bi-yearly fire drills and in compliance with state regulations.
Assisting agency liaison with the mandatory bi-yearly Voter Registration on-line training & confirming completion of training by senior center employees.
Providing computer assistance when needed.
Reviewing monthly center activities submitted by center and entry of data onto agency website.
Ordering of Center LCTA Van Transportation tickets and the distribution and record keeping of tickets to centers.
Acting as liaison for orders and issues with delivery or items of Purchasing's Janitorial supplies for senior centers; responsible for formation of annual center supply form.
Managing toners, paper towels, copy paper for State Street office.
Assisting with Health & Wellness SAMS data entry required by the PA Dept. of Aging, when needed.
Performing other duties as assigned by the Director of Senior Center Services.