Administrative Assistant - Senior Citizens / Public Transit

This job was posted by : For more information, please see: Compiles and maintains records of business transactions and office activities of establishment. Manages a variety of general office activities. Keeps Official Corporation records and executes administrative policies determined by or in conjunction with other officials by performing the following duties. Essential Duties and Responsibilities include the following: (Other duties may be assigned.) Must report any and all program operations to the Program Director. Aging Program: - Duties include overseeing kitchen operations - Will demonstrate the utmost confidentiality in all program operations. - Will reconcile bills and prepare checks for mail for all senior centers, central kitchen public transit and central office expenditures. - Receives public transit fares and reports and works with accounting to make sure everything is accurate. Prepares and sends out receipts, bills, invoices, statements and checks. - Assist in completing quarterly reports to EAAAA. - Mail intended for the Program Director will be directed unopened to the proper mailbox. - Responsible for entering all senior centers billing services and generating report service units totals before preparing monthly recap services report, to include monthly contributions and or fundraisers to complete supplemental financial statements in software programs generated by EMAA. - Documents and prepares monthly information for public transit billing purposes. Responsible for maintaining daily paperwork from each senior center, and transit program. - Responsible for generating monthly center daily service logs, posting logs and distributing to centers in a - in a timely manner. - Will assist with compiling end of the year total units of service along with end of the year totals-on expenditures for audit purposes. - Will be aware of current SSBG income guidelines and inform staff of any changes. - Will determine client eligibility. - Will enter client intakes and status changes in the Management Information Systems and maintain client files for monthly, quarterly and annual reporting. - Assist in maintaining program personnel files according to agency procedure. - Will maintain records of maintenance on vehicles and preparing quarterly and semi-annual vehicle - reports, ensure all licenses are current of program vehicles. - Will assist in maintaining the current equipment and vehicle inventory list for program centers, central kitchen, public transit shop, and central office according to financial procedures. - Responsible for entering AR Choice units of service, billing through the AEVCS Medicaid Program after which will monitor remittance to insure proper credit. - Will initiate start date (10-day time frame) with staff, sending completed service report form in specified time frame (3) days to Department of Human Services. Submit to DHS R.N. all changes in written form concerning client status. Maintain accurate meal allocation form and coordinate with central kitchen staff. - Will maintain AR choice records for monthly, quarterly, and annually for reporting purposes. Maintain and update client lists for each center. Print updated route form and distribute to each center monthly. - Take minutes of all senior citizens staff meetings and assist the program director with items to be discussed. Will assist the supervisor in preparation of all program correspondence. Assist in preparing board materials. - Will perform regular office duties such as answering the telephone, greeting visitors, and taking messages in a professional manner. - Must follow HIPAA (Healt Insurance Portability and Accountability Act} regulations. Will pick up participants and or deliver homebound meals if needed. - Will answer phone and dispatch the public transit buses as needed - Inform Program Director of all program operations. - Will assist the supervisor when requested in other tasks necessary to achieve the program mission. - Participate in cross-training initiatives for various roles to promote a well-rounded understanding of departmental functions. Arkansas Employer