Job description

POSITION SUMMARY:

This is a non-exempt position that is responsible to assist the Program Director with the organizational/clerical duties of the office. The administrative assistant is responsible for accounts payable, accounts receivable, risk, and quality assurance. All duties and responsibilities must be completed in accordance with agency policy and procedures, Alliance for Aging, federal, state, and local laws, accreditation standards, and other regulatory guidelines. The incumbent in this position demonstrates sensitivity to the service population’s cultural and socioeconomic characteristics.

Duties and Responsibilities:

Accounts Payable:

• Stamps all invoices received with the date of receipt
• Review, prepare and process Purchase Orders
• Submit purchase orders and invoices to supervisor for approval and signature
• Furnish signed invoice to Central Office for payment
• Maintain accurate filing of invoices and supporting documentation.
• Interact with vendors

Data Entry:

• Performs timely and accurate data entry into the database(s).
• Maintains a tracking system for donations and services received.
• Performs clerical functions related to preparing spreadsheets, reports, accounts receivables, payables, and budgets.

Administrative Duties:

• Answer & transfer calls, take messages and notify staff of consumer’s arrival.
• Responsible for office filing

• Performs routine office clerical duties: retrieving, sorting, and delivering mail daily, typing, filing, copying, faxing as needed or requested
• Orders and monitors supplies and equipment
• Ensures office, kitchen, and housekeeping supplies are available.
• Maintains volunteer documentation updated in files.
• Assists with coordination of client activities when necessary.

Risk Management and Quality Assurance:

• Performs PQI functions as assigned by Supervisor.
• Participates in ongoing safety inspections
• Participates monthly in the fire drill

• Timely and accurately submit Unusual Incident Reports and include all relevant documentation required by regulatory bodies.
• Must be available to work beyond your regular schedule in crisis situations or if there is a declared agency emergency.

Additional Duties:

• Communicate any problem/concern of the program to the Director in a timely manner
• Performs other duties as assigned by the Supervisor
• Complete all required training as per regulatory guidelines and other training as requested by supervisor.
• Complies with all policies, procedures, and requirements necessary to perform the functions of this position.
• Assist in serving meals to clients on a daily basis, ensuring proper portion control and accurate account of clients receiving meals.

Physical Demands:

• The work is usually sedentary, but may require long periods of standing, walking and/or bending and some light lifting. The work is mostly performed in a secure office setting.
• Travel required between Miami Dade and Broward

Educational & Experiential Requirements:

• High School Diploma or GED
• One-year experience in Administrative Functions
• Proficient in Microsoft Office
• Bilingual: English/Spanish preferred

Reporting to this position:

• N/A

Job Type: Full-time

Pay: $16.08 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Required)

Language:

• Spanish (Required)

Work Location: One location

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