Loading...
HomeMy WebLinkAboutOperations Assistant - Senior CenterCITY OF IOWA CITY - Job Description Job Class #07-15 FLSA Non-Exempt Civil Service Identification Position Title: Operations Assistant – Senior Center Department: Senior Center Division: Senior Center Supervisor: Senior Center Coordinator Job Summary Under general direction, performs a variety of duties requiring knowledge of departmental procedures, programs, activities, computer skills and aging services. This includes activities such as providing information to the public, maintaining databases, updating websites, using of social media, facilitating enrollment, collecting fees, overseeing and scheduling of front desk staff, preparing payroll, assisting with budget preparation and program promotion, accounting duties, coordinating special events and working with participant committees. Essential Job Duties and Responsibilities Greets public and answers telephone for the department and other agencies located in The Center; provides information to public regarding Center activities, programs and senior issues and services; responds to calls, questions and requests or refers to appropriate party. Manages daily deposits; reconciles daily cash receipts; prepares and maintains payroll records, accounts payable and receivable, petty cash receipts, check requests and all related reports. Provides oversight and participates in the collection of all fees, payments and donations; maintains all related accounting records; prepares reports. Purchases supplies for all classes and activities; 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 preparation; provides budget projections; monitors expenditures and revenues. Manages database systems to track activities, participation, memberships and donations; retrieves information 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 participants in classes and activities; uses membership database and mailing lists to distribute mass emails. Updates webpages and social media. Job Class #07-15 Senior Center Page 2 Updated 9/12/2016 Maintains computerized building security system; provides staff training on system programming; manages building security. 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 promotion of The Center programming through marketing activities. Coordinates special events and projects; assists other staff members with programming as needed. Operates standard office equipment including a computer, calculator, printers and copy machines in performance of duties; ensures office equipment is functioning properly. Provides clerical assistance to volunteer staff and outside agencies located in The Center; assists the public with copier. Receives and routes mail; assists in preparing mass mailings and news releases. Maintains a variety of files and records both electronically and in paper formats. Trains, assigns tasks and monitors work of hourly employees, work study students and volunteers; participates in hiring and evaluation of same. Attends and takes minutes at The Center Commission meetings and subcommittees; provides staff support. Serves as staff liaison to Membership Working Committee. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs all other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand, walk, stoop or kneel. 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, peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. Job Class #07-15 Senior Center Page 3 Updated 9/12/2016 Minimum Education, Experience and Certification High school degree or equivalent required. One year of experience in a related field including extensive public contact, computer operation and database management required. Valid driver’s license with satisfactory driving record required. Must be 18 years of age per Iowa Code 92.8. Must pass criminal background check. Preferred Education, Experience and Certification Associate’s degree from an educational institution accredited by a DOE recognized accreditation body and two years of experience or Bachelor’s degree from an educational institution accredited by a DOE recognized accreditation body preferred. Knowledge, Skills, and Abilities Thorough knowledge of general office procedures, computer operations and clerical and financial record keeping procedures. Knowledge of community services network. Skills in interpersonal and public relations. Skills in writing, typing, proofreading, taking and transcribing minutes and record keeping. Ability to read and understand written materials and maintain accurate records. Ability to perform basic mathematical calculations. Ability to operate and troubleshoot standard office equipment including computer terminal, calculator, printers, fax machine and copier. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.