MOW Administrative Assistant

Description

JOB SUMMARY

This part-time, at-will hourly position is responsible for maintaining records and files for clients, contributions, supplying meal requisitions and performing various other clerical and supportive duties for the program. This position will provide administrative support to the program.  

ESSENTIAL DUTIES

1. Assist in arranging/establishing routes for meal distribution.
2. Maintain client records in computer system and update as changes occur.
3. Maintain an accurate filing system so that all information can be found quickly and efficiently.
4. Assist callers or visitors with understanding of how the program works and paperwork requirements as well as providing information on other agency programs.
5. Maintain accurate wait list records, if necessary.
6. Deliver meals when needed.
7. Maintain accurate daily records for client billing and prepare and mail invoices at the end of each month.
8. Maintain updated list of doctor’s offices so that diet orders may be sent out timely.
9. Order office supplies as needed.
10. Provide administrative support and assist volunteers as needed.
11. Ensure that all Notices of Action, Reauthorizations, and Intake documents are current, properly completed, and contain valid signatures.
12. Assist Director with grants and RFPS as needed.
13. Other duties as may be assigned and/or requested from time to time in fulfillment of the agency’s mission.

RESPONSIBILITIES

The Meals on Wheels (MOW) Administrative Assistant provides community members with information about the meal program and connects them with the appropriate REAL Services staff for further assistance. This position is responsible for accurately recording client information, client contributions, meal counts, and preparing monthly and annual reports. Data entry must be maintained daily to ensure accurate reporting. The MOW Administrative Assistant also provides backup support to the St. Joseph County MOW Volunteer Coordinator, ensuring all delivery routes are staffed by volunteers or employees.  

EDUCATION AND EXPERIENCE

• High School Diploma and/or GED 
• Some college and/or dietary education preferred, but not required

KNOWLEDGE, SILLS AND ABILITIES

• Strong communication and interpersonal skills, with the ability to relate to older adults.
• Proficient in clerical and computer tasks, including maintaining accurate records, with knowledge of dietary requirements.

DIFFICULTY OF WORK

This position requires computer knowledge and basic knowledge of how to use routine office equipment. The position also requires knowledge of the streets in the covered meal program area. It also requires knowledge of prescribed procedures and the ability to follow specific guidelines and instructions.

PERSONAL WORKING RELATIONSHIPS

• With clients and family members, community and volunteers
• With medical personnel and outside social service workers
• With Kitchen and Agency staff

WORKING CONDITIONS AND PHYSICAL DEMANDS

The physical demands and work environment are typical of office and meal delivery settings. Employees may sit, stand, or walk as needed, with minimal physical effort required. Occasional travel may be necessary. Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions.

CONDITIONS OF EMPLOYMENT

• Successful candidate must submit to a pre-employment drug screening, limited criminal history check, driver check and National Sex Offender Registry check, SAM and OIG exclusion screenings. Must pass and maintain compliance with the agency’s background check policy.  
• Proof of educational credentials is required at employment.
• Valid driver's license and a dependable vehicle required.
• Must meet the Agency’s required car insurance coverage level at employment and maintain it throughout the duration of employment (Liability Coverage: $100,000/$300,000/$100,000). 
• This position has a 90-day probationary period.