Executive Assistant

TITLE OF POSITION:  Executive Assistant

DEPT:  Community Services LOCATION:  30 Elizabeth St.

STATUS: F/T Regular GRADE:  N/A

UNION:  No

TITLE OF IMMEDIATE SUPERVISOR: 

Elderly Services Coordinator

POSITIONS SUPERVISED: N/A

BASIC PURPOSE:  

To provide high-quality administrative support to Community Services with primary focus on Elderly programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assist with the operation of the Elderly Services programs in accordance with all applicable State & Federal regulations, laws, statutes, directives, and grant requirements, plans and goals including client intakes and eligibility determination.
2. Answer and direct telephone calls and greet visitors in a friendly, helpful, and courteous manner.  Provide backup coverage at the front desk in the main reception area.
3. Interact daily with clients regarding intake information, problem-solving, referrals to internal and external resources, and handling complaints while maintaining client confidentiality.
4. Assist with meal counts/face sheets, route coordination, and attendance sheets.
5. Assist with maintaining vehicle maintenance logs and scheduling repairs.
6. Assist with homemaker scheduling and payroll/timecard processing.
7. In the absence of the Elderly Services Coordinator, provide supervision of all Elderly staff.
8. Provide training and support and act as a resource for Elderly staff, including reviewing responsibilities onsite at caterer and in client homes.
9. Conduct regular quality assurance review of client files for intake and eligibility requirements.
10. Assist with the client intake process by collecting appropriate information, including income records, and enter into the database.
11. Assist with the determination of client eligibility for the programs and schedule arrangements for customers to receive services. Maintain waitlists.
12. Data entry into multiple systems (STEPS, Serve Tracker, Access) including acting in a quality assurance capacity to ensure data integrity.
13. Assist Elderly Services Coordinator with monthly MIS & Quarterly Social Services and HSI/ROMA reporting.
14. Conduct home visits as necessary for client intakes and quality assurance check-ins.
15. Assist w/ client and vendor inquiries regarding the programs.
16. Assist w/ troubleshooting crisis situations including following guidelines for reporting to Elderly Protective Services. 
17. Act as a representative of the Agency and program in the community as needed.
18. Perform administrative and general office duties (i.e., computer work/data entry, mailings/mail merge, filing, faxing, copying, correspondence, and accurate record maintenance).
19. Act as a backup driver and deliver meals as needed.
20. Provide administrative support for Energy Assistance and case management as well as ad hoc programs (VITA, Toys 4 Kids) as needed.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

1.  Perform other related duties as required.

2.  Represent the Agency at appropriate functions.

WORK ENVIRONMENT:

Office environment, frequent contact with the public, visits to clients' homes.

QUALIFICATIONS:

EDUCATION: H.S. diploma or equivalent.

EXPERIENCE:  3+ years of administrative experience.

SPECIAL SKILLS:   Strong interpersonal and communication skills (both verbal and written), and solid organizational skills.  Must be proficient with MS Office and use of databases and systems.  Valid CT Driver's license.

PHYSICAL REQUIREMENTS:   Must be able to lift up to 25 lbs., be able to drive, including getting into and out of a vehicle frequently and sitting for brief periods of time, and have the ability to climb stairs, bend and lift.

PERSONAL CHARACTERISTICS:  Ability to function within guidelines of the Agency's core values and identification with the Agency mission.