Senior Center Administrative Assistant

City of Sumner•City of Sumner - City Hall, WA

4d•Onsite

About The Position

The Senior Center Administrative Assistant provides clerical and program support to the Senior Center and assists the Coordinator with activity-related duties at the senior center. This position serves as the first point of contact for the center, welcoming seniors, guests, and vendors with professionalism and care. The Administrative Assistant is responsible for answering questions, providing information about the senior center’s programs, and connecting individuals with appropriate community resources. In addition, the role supports the day-to-day operations of the center by handling administrative tasks, maintaining records, coordinating communication, and assisting with program activities and events. This position plays a vital role in creating a welcoming and supportive environment for seniors, ensuring that all interactions reflect the mission and values of the City of Sumner.

Requirements

High school diploma or equivalent required
Two (2) years of administrative, clerical, or customer service experience, preferably in a community center, senior services, or related setting.
Experience working with older adults and knowledge of community resources for seniors is highly desirable.
Current Washington State Food Handler’s Permit, or ability to obtain within six months of hire.
First Aid/CPR certification (or ability to obtain within six months of hire).
Knowledge of modern office practices, procedures, and technology, including proficiency with personal computers and related software applications.
Knowledge of proper use of English language, including grammar, spelling, punctuation, and vocabulary, for clear communication and professional correspondence.
Knowledge of effective oral and written communication methods to engage with diverse audiences.
Knowledge of interpersonal skills that demonstrate tact, patience, cultural sensitivity, and courtesy in dealing with seniors, staff, volunteers, and community partners.
Knowledge of department organization, operations, policies, and objectives to ensure compliance and alignment with City standards.
Knowledge of customer service techniques, including telephone and in-person etiquette, for providing professional and supportive assistance to the public.
Knowledge of community resources and referral services available for older adults.
Knowledge of methods to interpret, apply, and explain rules, regulations, policies, and procedures in a clear and consistent manner.
Ability to communicate clearly and effectively, both orally and in writing, with individuals and groups.
Ability to work independently with minimal direction, exercising sound judgment and initiative.
Ability to operate office equipment, including computers, printers, copiers, telephones, and related systems.
Ability to greet visitors and respond to phone inquiries courteously and professionally, providing accurate information or referrals as needed.
Ability to provide courteous, professional, and patient customer service to a diverse senior population.
Ability to create flyers, calendars, and other promotional materials for activities and events.
Ability to assist with planning, coordinating, and implementing programs, trips, and special events.
Ability to perform clerical and administrative duties efficiently and in accordance with standard procedures.
Ability to support the physical requirements of programs and events, including set-up and take-down.
Ability to provide empathetic support, information, and counseling to senior patrons, and when appropriate, connect them with community resources and referrals.
Ability to listen attentively and respond with compassion to support seniors’ daily needs, demonstrating patience and respect.
Ability to maintain reliable and dependable attendance.
Ability to contribute to the City's mission, vision and values.
Background checks for positions involving unsupervised access to children, developmentally disabled persons, or vulnerable adults are required under RCW 43.43.830–43.43.845. These checks must include a fingerprint-based FBI national criminal history record check. Ongoing re-checks may also be required.
Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire. This verification will be run on the past three employers or the previous five years, whichever comes first.
Personal and Professional References: calls will be placed to individuals listed as references by the applicant.
Employment Eligibility Verification: Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
Criminal History: includes review of criminal convictions and probation.
Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position.
Credit History: confirms candidate's credit history. This search will be run for positions that involve management of City of Sumner funds and/or handling of cash or credit cards.

Nice To Haves

associate degree in office administration, human services, recreation, or a related field preferred.
The ability to operate a motor vehicle may also be necessary for transporting materials or attending meetings.

Responsibilities

Support the daily operations of the Senior Center, including opening and closing procedures.
Serve as the primary contact for phone and in-person inquiries, providing information and assistance to members and visitors.
Welcome and assist members during the check-in process, including use of electronic or digital check-in systems.
Collaborate with the Coordinator to plan, coordinate, and implement activities and programs.
Organize and manage activities, events, and trips, including making reminder phone calls and utilizing digital communication tools as appropriate.
Collect, record, and balance funds for the center on a daily basis.
Design and distribute flyers and other promotional materials for trips and events.
Manage registration for trips and events, ensuring timely reminders and accurate records.
Maintain and update member contact information and database records.
Prepare and distribute the monthly calendar of events.
Assist with set-up and clean-up for daily activities, programs, and special events.
Maintain accurate and organized files and records in accordance with standard procedures.
Monitor and maintain office supply inventory.
Assist with sorting and pricing donations for the store.
Perform general clerical duties, including correspondence, filing, and data entry.
Utilize computers, software, databases, online platforms, and other digital tools to support the efficient operations of the Senior Center.
Learn and adapt to new software, technology, and digital systems as needed to support changing operational and program needs.
Provide seniors with information about community resources and make referrals for elderly services and benefits.
Support special projects and assignments as directed by the Senior Center Coordinator.
Carry out other duties as assigned to support the effective operation of the Senior Center and its programs.