Senior Services Administrative Coordinator

2 weeks ago

Highland Park, Illinois, United States City of Highland Park Full time

Primary Objective:

The Senior Services Administrative Coordinator is responsible for delivering outstanding customer support, administrative assistance, and event coordination for the Senior Services department.

This position aids the Senior Services Manager and Program Coordinator in managing projects and overseeing daily functions.

Position Type:
IMRF pension eligible role.

Compensation Range:
$28.00 per hour, contingent on qualifications.

Key Responsibilities:
1. **Customer Engagement:**
- Provide exceptional customer service by warmly greeting clients and handling inquiries with professionalism and patience.
- Oversee client check-in processes and assist or direct clients to the appropriate personnel within the organization.
- Offer information and referrals related to the Senior Center and local services.
- Facilitate the registration process for Senior Center programs, ensuring accurate enrollment both in-person and via phone.
- Maintain and update the registration software and participant records.
- Send reminders and online links for upcoming events.

2. **Membership Management:**
- Administer membership processes, including information updates, photo management, and payment processing.
- Distribute membership cards and ensure compliance with participant waivers.
- Send reminders to lapsed members and follow up with active members.

3. **Activity Support:**
- Ensure that facilities are prepared and set up appropriately for daily activities.
- Monitor online programs and assist in the setup, execution, and supervision of events and excursions as needed.
- Aid in the creation and distribution of promotional materials for activities.

4. **Financial Administration:**
- Manage accounts payable and receivable for the division.
- Prepare, record, and deposit revenue, along with handling credit card reconciliations.
- Process requisitions, purchase orders, and invoices.
- Collaborate with staff to prepare financial records related to activities and ensure budget compliance.

5. **Inventory and Supplies Management:**
- Conduct inventory checks and replenish office and cleaning supplies as necessary.
- Undertake special projects as assigned.

6. **Reporting and Donations Management:**
- Generate reports on data, statistics, and demographics.
- Maintain and reconcile restricted donations, including processing and acknowledging contributions.
- Assist in the production and editing of seasonal newsletters for the Senior Center.
- Utilize databases for querying and managing newsletter mailings.

Qualifications:
1. **Education:**
- High school diploma or equivalent required.

2. **Experience:**
- At least one year of experience in administrative support, customer service, or finance preferred. A strong interest in working with older adults is advantageous.

3. **Licenses/Certifications:**
- Valid driver's license required.

Essential Skills and Attributes:
- High level of organization, accuracy, and attention to detail.
- Excellent verbal and written communication skills.
- Ability to produce timely reports and effectively convey ideas.
- Proficient in computer operations and capable of multitasking in a dynamic environment.
- Strong understanding of working with older adults and the patience it entails.
- Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and Access.
- Solid grasp of business English, grammar, punctuation, and basic arithmetic.
- Good judgment, confidentiality, and responsible decision-making abilities.
- Capacity to prioritize tasks, organize effectively, and work independently.

Performs other related duties as assigned or required, whether or not specifically mentioned in this job description.

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