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Adult Wellness Center - Administrative Assistant
Deadline to Apply - August 10, 2012


CITY OF ROGERS
Position Description
POSITION TITLE: Adult Wellness Center Administrative Assistant

Exempt (Y/N): No
DEPARTMENT: Adult Wellness Center
DATE PREPARED: July, 2012
SUPERVISOR: AWC Director

SUMMARY
The Administrative Assistant provides administrative support to the Adult Wellness Center Director and works collaboratively with all other staff to perform Adult Wellness Center operations and assure that they meet the principles and objectives of the City of Rogers.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

•Assists with payroll functions for AWC.
•Maintains log of volunteer hours.
•Maintains contract instructor time sheets (to be filled out by instructor).
•Maintains “Experience Works” employee’s time sheets (to be filled out by “Experience Works” employees).
•Coordinates Community Service Workers and Youth Workforce workers and maintains paperwork for both.
•Assists with Silver Sneaker paperwork and monthly reports.
•Makes appointments and acts as a screener for Administrative Offices.
•Inputs monthly activities into Outlook Calendar for building schedule.
•Inputs monthly classes into Membership Database.
•Maintains list of delinquent accounts and flags or deletes accordingly.
•Calls people on waiting lists to enroll into classes.
•Assists with event/class/activity coordination.
•Makes posters for classes and events and helps with advertising to membership.
•Assists with Newsletter production.
•Schedules room rentals.
•Assists with volunteer coordination and finding volunteer substitutes as needed.
•Acts as liaison to all groups utilizing the building (card groups, special meetings). Takes direction from managers and coordinates with other staff to meet any needs (room set up, audio visual requirements, and refreshments).
•Logs, copies, and files invoices. Assists in processing bills for Adult Wellness Center.
•Assists with membership sign up process.
•Assists Membership Service Representative and performs all front desk duties when front desk is busy or when covering breaks, vacations, sick days, and scheduling gaps.
•Assists Director, Assistant Director, and Coordinator with office related tasks including but not limited to copying, filing, maintaining office supplies, answering telephone, preparing deposit, running errands, and special projects as assigned.
•Logs all donations to the Adult Wellness Center and prepares acknowledgement letters.
•Creates and modifies documents using Microsoft Office.
•Performs general clerical and secretarial functions.
•Promotes positive public image through excellent customer service.
•Performs related duties as assigned by Mayor or Department Head.
•Position requires flexible scheduling including evening and occasional weekend hours.


EDUCATION AND EXPERIENCE
High school diploma or GED. Experience in office management or general office administration preferred.

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write professionally composed and effective correspondence independently.

MATHEMATICAL SKILLS
Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Must be able to problem solve while maintaining a professional demeanor and communicate effectively with the membership and the public.

INTERNAL COMMUNICATIONS
Regular contacts within the department and with other departments as needed.

EXTERNAL COMMUNICATIONS
Regular contacts with the membership, vendors, and the public.

USE OF EQUIPMENT AND/OR COMPUTERS
Must be proficient in the use of a personal computer, Microsoft Word, Microsoft Excel and/or other related software programs. Must be able to effectively operate standard office equipment.

OTHER SKILLS AND ABILITIES
Ability to utilize both internal and external resources to obtain information and data necessary to carry out routine assignments and special projects. Must have the ability to multitask, be a self-motivator, and be able to balance job duties while maintaining positive interactions and rapport with the membership. Must have ability to establish and maintain effective working relationships with management and staff.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to talk, hear, to stand, walk, and sit use hands to finger, handle, or feel; reach with hands and arms. The employee is occasionally required to; stoop, or kneel and lift up to 25 pounds.

WORK ENVIRONMENT
The work environment characteristics described here 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.

The noise level in the work environment is usually moderate to loud.


 
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