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HomeMy WebLinkAboutOperations Assistant - Senior CenterUpdated: March 2024 CITY OF IOWA CITY – JOB DESCRIPTION Posi�on Title: Opera�ons Assistant – Senior Center Department: Senior Center Division: Senior Center Supervisor: Senior Center Coordinator FLSA: Non-Exempt Civil Service: Yes Pay Grade: 7 Job Number: 0715 Job Summary Under general direc�on, performs a variety of du�es requiring knowledge of departmental procedures, programs, ac�vi�es, computer skills and aging services. This includes ac�vi�es such as providing informa�on to the public, maintaining databases, upda�ng websites, using of social media, facilita�ng enrollment, collec�ng fees, overseeing and scheduling of front desk staff, preparing payroll, assis�ng with budget prepara�on and program promo�on, accoun�ng du�es, coordina�ng special events and working with par�cipant commitees. Essen�al Job Du�es and Responsibili�es The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Greets public and answers telephone for the department and other agencies located in the Senior Center, provides informa�on to public regarding Senior Center ac�vi�es, programs and senior issues and services, responds to calls, ques�ons and requests or refers to appropriate party. • Manages daily deposits, reconciles daily cash receipts, prepares, and maintains payroll records, accounts payable and receivable, pety cash receipts, check requests and all related reports. • Purchases supplies for all classes and ac�vi�es, researches products and services, secures bids and prices for supplies, services and assorted equipment, maintains adequate inventory of supplies and materials, complies with City purchasing policies. • Assists Senior Center Coordinator with budget prepara�on, provides budget projec�ons, monitors expenditures and revenues. • Manages database systems to track ac�vi�es, par�cipa�on, memberships and dona�ons, retrieves informa�on and prepares reports, verifies data entry. • Manages membership and parking programs, prepares, and distributes correspondence with members and donors, supports Senior Center Coordinator’s effort to distribute welcome cards to new members, enrolls par�cipants in classes and ac�vi�es, uses membership database and mailing lists to distribute mass emails. • Maintains computerized building security system, provides staff training on system programming, manages building security. Updated: March 2024 • Schedules building rental and usage for outside groups, trains renters in basic facility security and use of audiovisual equipment prior to rental period. • Assists with the promo�on of the Senior Center programming through marke�ng ac�vi�es, updates webpages and social media. • Coordinates special events and projects, assists other staff members with programming as needed. • Provides clerical assistance to volunteer staff and outside agencies located in the Senior Center, assists the public with copier. • Receives and routes mail, assists in preparing mass mailings and news releases. • Provides leadership and assists with training and work assignments of hourly employees, work study students, interns, and/or volunteers. • Maintains a variety of files and records both electronically and in paper formats. • Atends and takes minutes at the Senior Center Commission mee�ngs and subcommitees, provides staff support. • Serves as staff liaison to Membership Working Commitee. • Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. • Performs other du�es as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combina�on of educa�on and experience. Experience in customer service and computer opera�ons. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educa�onal ins�tu�on; or two years of related experience and/or equivalent combina�on of educa�on and experience. Knowledge, Skills, and Abili�es • Ability to add, subtract, mul�ply, and divide in all units of measure, using whole numbers, common frac�ons, and decimals. • Ability to apply common sense understanding to carry out instruc�ons furnished in writen, oral, or diagram form. • Ability to compute rate, ra�o, and percent. • Ability to deal with problems involving several concrete variables in standardized situa�ons. • Ability to effec�vely present informa�on in one-on-one and small group situa�ons to customers, clients, and other employees of the organiza�on. • Ability to operate and troubleshoot standard office equipment including computer terminal, calculator, printers, fax machine and copier. • Ability to read and understand writen materials and maintain accurate records. • Ability to reliably and predictably carry out du�es. Updated: March 2024 • Ability to write simple correspondence. • Knowledge of community services network. • Knowledge of general office procedures, clerical and financial record keeping procedures. • Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word, Excel, Outlook). • Skill in wri�ng, typing, proofreading, taking and transcribing minutes and record keeping. Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Geoff Fruin, City Manager (4/2024) Updated: March 2024 I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________