SUMMARY:

The Office Assistant will assist in performing under the supervision of the Senior Center Manager, Community Services Director, or designee. Provides office support and assists in all office procedures and tasks related to the nature and purpose of the department. Other responsibilities are to assist the Assessment Coordinator in all the duties as follows: complete an initial assessment of clients and the follow up reassessments of each client, documentation, and case management of each individual file, communicating with AAA as part of the case management in the SAMS data, compile and maintain statistics on any waiting lists, data entry into the SAMS database, communicates with all drivers on changes that are made to rosters while maintaining compliance with all established policies and procedures and provides office support and assists in all office procedures and tasks related to the nature and purpose of the department.

DUTIES AND RESPONSIBILITIES:

• Provides exemplary customer service to Senior Center participants, employees, management, and the general public.

• Follows all policies, procedures, rules, and regulations.

• Assists in promoting Senior Citizen Activities and generate community support.

• Cross-trains with other facility positions and fills in as necessary.

• Prepares work to be accomplished gathering and sorting documents and related information.

• Performs general clerical duties to include, but not limited to answering phones, recordkeeping, copying, faxing, mailing, filing and data entry.

• Maintains a safe and sanitary work environment.

• Oversees all aspects of general office coordination.

• Maintains the office calendar to coordinate work-flow and meetings.

• Maintains confidentiality in all aspects of department information.

• Interacts with the general public, employees and management.

• Answers telephones, takes messages, and transfers calls to appropriate staff.

• Opens, sorts, and distributes incoming correspondence, including faxes and email.

• Prepares responses to correspondence containing routine inquires.

• Files and retrieves documents, records and reports as necessary.

• Coordinates and maintains records for staff, department/division, telephones, computers, gas cards, etc.

• Creates and modifies documents such as reports, memorandums, letters and financial statements.

• Assists employees with time sheets, leave requests and overtime forms.

• Preparing documents, creating memos, reports, invoices and other documents as needed.

• Monitors expenditures, invoicing, ordering and managing supplies.

• Will assist in assessing eligible seniors who are referred to the Las Vegas Meals on Wheels Program per AAA policy.

• Will assist in communicating with AAA regarding the status of assessments completed to assure seniors are entered in to the AAA database.

• Will assist in compiling rosters from all services and sites and enter units into the SAMS Database.

• Will assist in printing and communicating with drivers on changes in route and rosters.

• Assist eligible individuals for all possible benefits for Medicare, Medicaid and Social Security.

• Assist reception staff in identifying and evaluating senior who attend the Senior Centers (Las Vegas, San Miguel and Pecos) for meals per AAA policy.

• Re-assess existing Meals on Wheels recipients as per AAA.

• May be required to perform other/added duties as assigned.

MINIMUM JOB REQUIREMENTS:

• High school diploma or equivalent.

• Computer knowledge. 

• Experience with data entries, word processing and accounting principles in an office setting and office practices.

PREFERRED REQUIREMENTS:

• Bilingual

• Use of Excel, Word and Google Spreadsheets.

EMPLOYMENT REQUIREMENTS:

• Must possess and maintain a New Mexico Class D Driver's License.

CERTIFICATIONS

The City will provide for the following certifications if not held:

• CPR and First Aid

• Food Serv Safe

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of state and federal laws, rules, regulations, and guidelines regarding Meals on Wheels and other regulatory agencies working with the Senior Centers.

• Knowledge of the day-to-day operating principles and regulations.

• Knowledge of all functions of municipal operations or the ability to acquire such knowledge effectively and in a timely manner.

• Basic knowledge of the City’s Personnel Rules and Regulations, Union Contracts, Employee Benefits and administrative functions.

• Knowledge of general administrative practices and procedures.

• Ability to use Microsoft Office Suite, Google Suite and general office equipment.

• Ability to communicate effectively both orally and in writing.

• Ability to deal effectively with other organizations and the public providing excellent customer service.

• Ability to work independently.

• Ability to learn and evaluate new equipment and systems applicable to municipal government.

• Ability to demonstrate interpersonal skills and tack with other organizations, department directors, employees, and general public.

• Must be self-directed and able to work with minimum supervision.

• Ability to gather data, compile information and prepare reports.

• Ability to work under stress and handle stressful situations.

• Ability to meet deadlines.

WORK ENVIRONMENT:

• Work is performed primarily in an office setting indoors.

• Work requires travel and field work for assessments of the Meals on Wheels program.

• Regularly required to lift and/or move up to 25 pounds and occasionally life and/or move up to 25 pounds.

• Work requires frequent standing, walking, bending, squatting, climbing, and kneeling.

• Some travel and field work is required occasionally.

• Occasionally may be required to work beyond normal workday.

• Mobility factors; walks 5 % of the time.

• Climbs stairs 2 % of the time, stands 13 % of the time and sits 80 % of the time.

• Bends, kneels, squats and walks.

• ross dexterity, occasionally grasp/manipulates, frequently.  Speed required, occasionally; bilateral coordination, occasionally; eye/hand coordination, occasionally.

 NOTE:  This position is subject to drug testing both pre-employment and random as set forth in the City of Las Vegas Drug Policy.