Office Assistant - Senior Center

City of Monroe

Monroe, WI

Full-Time

Job Description

Company Info

Job Description

SUMMARY OF POSITION
This position performs a variety of responsibilities, administrative duties and provides responsive, courteous, and efficient customer service in support of Senior Center operations for the general government functions of the City.

WORK SCHEDULE
This is a non-exempt position. Office hours are typically 7:30 am to 4:00 pm with a 30-minute break.
DUTIES AND RESPONSIBILITIES
ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

Provides customer service to internal and external customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
Receives incoming mail (stamps, distributes, pre-audits), distributes to various staff as needed.
Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
Manages financial operations for the department including the collection and processing of all monies received for all programs, Wellness Center memberships, bus trips, and donations.
Responsible for accounts payables for the Senior Center. Inputs purchase orders for the Senior Center; reviews and verifies all invoices associated with the purchase order to ensure accuracy. Runs report and submits to Administration.
Processes payroll for part-time and full-time employees. Inputs timesheets and verifies hours, wages and project codes.
Receives and processes program and member registrations daily. Sends out texts, emails, and voicemails for program reminders, confirmations, or cancellations.
Compiles program information for the Senior Center monthly newsletter and is responsible to create and prepare newsletter for printing; coordinates mass mailings.
Works with the Senior Center and Wellness Coordinators to prepare Senior Board documents. This includes preparing the agendas, transcribes and types minutes and monthly reports, and distributes data to appropriate people.
Prepares billing statements for non-paid participants, businesses, sponsors and service organizations. Prepares billing statements for supplies and materials used by outside departments, organizations and school district. Responsible for outstanding bills and receiving payments by the end of the fiscal year.
Responsible for the maintenance of MySeniorCenter computer registration program software and the Senior Center website and social media.
Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
Provides support of administration projects, organizing/streamlining and editing content of assigned documents and procedures.
Assists in compiling financial data to assist in budget preparation for the department and monitors expenditures against the approved budget.
Composes and distributes program news releases and publicity photos to local media venues.
Updates Senior Center website and social media accounts.
Assists with programs as needed; assists staff with computer, clerical, office and registration procedures.
In absence of Senior Center Coordinator, assists Wellness Coordinator in overseeing the operation of the department.
Other duties as assigned.

QUALIFICATIONS
MINIMUM REQUIRED QUALIFICATIONS

High School Diploma or equivalent and two (2) years of progressively responsible administrative experience.
Associate’s degree from a certified college or university in Office Management preferred.

TYPICAL WORK ENVIRONMENT
PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

This work involves occasional lifting of up to 25 pounds within a limited range for access to storage boxes; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
Hearing is required to perceive information at normal spoken word levels.
Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
Work has no exposure to environmental conditions.
Work is generally in a moderately noisy office setting (e.g. business office, light traffic).

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