Administrative Aide Ii

If you are dependable, caring, trustworthy and enjoy working in a fast-paced environment, come join our team!

We are seeking a collaborative and service-oriented Senior Center Administrative Aide II to join our esteemed team. In this pivotal role, the incumbent will provide administrative, technical, and program support services to ensure efficient office operations, quality services, and effective communication of available resources to Town residents for the Department of Senior Services.

Pursuant to UPSEU Collective Bargaining Unit the hiring rate
$32.84 hourly (35 hours weekly)
This position has a 6-step hourlysalary range ($32.84 to $41.03)

Essential Duties and Responsibilities:
(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Assists with coordination and organization of classes, programs, and special events (i.e., refreshments, graduations, certification presentations, annual student art show, book club selections and distribution of books, etc.) including presenter needs and space requirements.

Presents and facilitates programs as needed.

Assists in evaluating special programs and instructors.

Plans and coordinates annual Senior Expo.

Assists in planning and serving as an escort for seniors’ outings and trips to ensure effective support and safety.

Attends meetings on behalf of Director as needed.

Answers telephones and responds to inquiries from Town residents, assisting them (i.e., resolving problems, de-escalating conflict, providing information, explaining rules/regulations and policies/procedures, etc.) as needed.

Maintains department calendar and schedules use of space for other departments and outside groups.

Reviews and handles incoming and outgoing correspondence and reviews records and forms for accuracy, completeness and conformance with applicable rules and regulations.
Prepares and edits documents including selected reports, minutes, instructions, programs, newsletters, promotional flyers and posters, as needed to ensure effective coordination and communication of programs to Town residents.

Enters bi-weekly payroll for Department employees and deposits from donations and funds from classes.

Prepares, processes, and pays instructor invoices.

Orders supplies.

Maintains registration forms and attendance sheets.

Submits required documentation to partnering agencies (i.e., National Council on Aging, CT Healthy Living Collective, CT Community Care).
Provides Certified Notary Public duties, as needed.

Performs any other duties as assigned.

Measures of Success:

Completion of assigned job functions and tasks in a timely, efficient, and effective manner.

Professional, courteous, and effective response to public inquiries.

Timely creation and distribution of marketing materials for department programs and services.

Accurate data entry of statistics and applications for local and state social service
programs.

Accurate calculations for MUNIS entries for accounts payable, purchase orders, payroll, and spreadsheet entries. Records are prepared and maintained accurately and completely to meet rules and regulations and to ensure efficient and effective department operation.

Programs are carried out efficiently, effectively, and on time.

Seniors have access to meaningful and appreciated programs and services.

Increasing community engagement, higher awareness and skill sets, and healthier lifestyles among seniors residing in Bloomfield.

Senior Expo event provides valued information and education about available resources.

Effective completion of assigned tasks results in positive communications to and from the public regarding Town social services.

Accurate and timely submission of payroll data to Finance for processing.

Timely and accurate payments to vendors to maintain positive supply chain relationships.

Satisfied employees, constituents, educators, and vendors.

Services for seniors enhance Bloomfield’s desirability as a community in which to live.

Senior Services increases a sense of community engagement and support in the lives of seniors within our community.

Other Functions:

Performs similar or related work as required, directed or as situation dictates.

• Continue professional development.
• Assists other department staff as needed to promote a team effort to serve the public.

Minimum Qualifications
High School Diploma or GED with effective experience in administrative support, program coordination, and bookkeeping/accounting administrative support or any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Associate or bachelor’s degree in public or business administration, Education, Senior Services, or another related field preferrable.

Must have and maintain: Valid Driver’s License and the ability to provide own transportation.

Preferred – We are seeking an experienced, compassionate, and dedicated person to offer support services for our Senior Center. Experience working with Senior Citizens is desired. General knowledge and ability to manage social media platforms and technology applications, such as flyers, advertisements, and other promotional outlets preferred. A Notary Public is also preferred.

Selection Process

All appointments and promotions shall be made according to merit and fitness for performing the functions of the position, including factors such as education, experience, aptitude, knowledge, character, ethics, or other qualifications that would determine the best candidate for the position. Examinations may include written, oral, physical, or performance tests or any combination of the various types of examinations.

Applications

To apply visit www.governmentjobs.com/careers/bloomfieldct or applications are available in the Human Resources Department located in Town Hall at 800 Bloomfield Avenue. Applications must include a resume. Applications accepted until the position is filled.

The Town of Bloomfield is an affirmative action/equal employment opportunity employer. Minorities, women & persons with disabilities are encouraged to apply. Persons with a disability who may need this information in an alternative format or who may need accommodations during the testing procedure should contact Rosa Matias, ADA Coordinator at 860-769-3544 or at rmatias@bloomfieldct.gov

Job Type: Full-time

Pay: $32.78 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Work Location: In person