Administrative Assistant - AAA

Administrative Support For Senior Center Services

This position provides administrative support to the Senior Center Services Department of the Area Agency on Aging.

Essential Duties And Responsibilities

• Responsible for coordinating & 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.
• Prepares and distributes the monthly regular and diet menus for congregate meal program to all 17 active adult centers
• Prepares/distributes the press release and enters menu info on to agency website
• Records minutes and completes organizational tasks, i.e.office supplies, petty cash, postage, packets for monthly Center Directors' meeting
• Records minutes for bi-yearly Health & Wellness meeting. Organize and distribute packets for said meeting
• Assists with arranging/conducting major community service activities i.e.,May Senior Dinner Dance ( 400-500 people), Health & Wellness Programs, Active Aging Days
• Coordinates special Agency projects (i.e.Holiday Toy Collection, fundraisers,) asassigned by Director of Center Services
• Design and develop brochures, flyers for marketing or special events
• Design and develop forms for senior centers, projects and SFMNP
• Responsible for the management & fiscal record keeping of petty cash for small active adult centers
• Responsible for the distribution and ordering of center office supplies for all 17 active adult centers
• Responsible for 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
• Maintain Agency room reservations for conference room on shared conference room calendar
• Record 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
• Responsible for ensuring senior centers are completing bi-yearly fire drills and in compliance with state regulations
• Assists agency liaison with the mandatory bi-yearly Voter Registration on-line training & confirming completion of training by senior center employees. Computer assistance provided when needed
• Review of monthly center activities submitted by center andentry of data onto agency website
• Responsible for the ordering of Center LCTA Van Transportation tickets and the distribution and record keeping of tickets to centers
• Acts 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
• Responsible for management of toners, paper towels, copy paper for State Street office
• Assist with Health & Wellness SAMS data entry required by the PA Dept. of Aging, when needed
• Other duties as assigned by the Director of Senior Center Services

Required Knowledge, Skills And Abilities

• 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 relationship
• 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

Minimum Qualifications

Applicants must meet one (or more) of the following method(s) to be considered for this vacancy:

• Transfer
• Reassignment
• Voluntary Demotion
• Reinstatement

1. Meet the minimum experience and training (METS) required for this position

Such training as may have been gained through graduation from a four-year college or university; or any equivalent combination of experience and training.

1. Be a resident of Pennsylvania

Benefits

I. Medical Insurance The coverage begins for the employee the on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plan varies by the coverage selection and the number of dependents; and may be subject to collective bargaining agreement. The employee may also elect to opt out of the County's medical insurance if proof of coverage is provided. Under this arrangement, the employee is provided with an annual opt out payment. II. Vision and Prescription The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. III. Dental Coverage The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement. IV. Life Insurance A $50,000 life insurance policy is afforded to full-time employees, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement. V. Retirement All full-time employees and part-time employees working more than 1,000 hours per year qualify for Luzerne County retirement benefits, in which employees must contribute 5% of their earnings, and may choose to add to an additional voluntary contribution, not to exceed an additional 10%.