Administrative Assistant - Social Services

Join a workforce where innovation and teamwork provide support to the community and citizens of Monroe County.

Compensation:

$47,816.89 - $74,116.18

Job Description:

The Administrative Assistant - Social Services provides clerical and administrative support to the Social Services programs within Community Services and reports to the Manager of In-Home and Nutrition Services. This position supports programs funded by the Department of Elder Affairs (DOEA) and administered through the Alliance for Aging (AfA), as well as programs funded by Florida Commerce (DOC) and department-administered human services initiatives.

These include, but are not limited to, respite care, adult day care, nutrition, in-home services, rental assistance, and utility assistance. Duties include data entry, intake and documentation processing, customer service, records management, and general office support to facilitate daily operations.

ESSENTIAL JOB FUNCTIONS

* Performs administrative and clerical work for programs funded through the DOEA, the AfA, the DOC, and Welfare Services.

* Processes intakes, documentation, and verifications, and maintains referral and tracking logs in accordance with established guidelines and procedures.

* Enters requisitions, purchase orders, and invoices, and performs invoice reconciliation in compliance with granting authority standards and departmental policies.

* Prepares Alzheimer's Disease Initiative (ADI) program co-payment invoices and ensures accurate processing per applicable guidelines.

* Conducts initial reviews of subcontractor invoices to verify billing accuracy.

* Assists with budget preparation and tracking for Older Americans Act and Alzheimer's Disease Initiative in-home services and nutrition programs.

* Reviews staff timecards for accuracy and proper account coding prior to supervisory approval, and routes discrepancies for correction.

* Maintains paper and electronic filing systems; scans, copies, and organizes records according to departmental procedures.

* Monitors and replenishes office and program supply inventories for In-Home and Nutrition Services staff.

* Maintains current knowledge of applicable laws, regulations, and eligibility criteria for programs such as the Older Americans Act, Alzheimer's Disease Initiative, Low-Income Home Energy Assistance Program (LIHEAP), and Welfare Services.

* Provides direct assistance to the public by helping individuals access services and complete required forms.

* Performs data entry and routine clerical tasks with accuracy and attention to detail.

* Prepares routine correspondence, forms, and program documentation.

* Processes incoming and outgoing mail efficiently and accurately.

* Provides customer service by answering telephones, greeting visitors, and directing inquiries appropriately.

* In the absence of a Site Assistant or Home-Delivered Meals staff member, performs assigned duties to ensure continuity of meal service and site operations, following established policies, procedures, and training requirements.

* Performs other related job duties as assigned.

* In the event of special, emergency, or disaster situations, employee may be required to work schedules other than those for which they are regularly scheduled in any capacity deemed appropriate.

QUALIFICATIONS

Education and Experience:

High School Diploma or GED. Two (2) to three (3) years minimum of prior related work experience. Familiarity with grant-funded programs and basic budgeting or fiscal support processes preferred.

Special

Qualifications:

Must possess and maintain a valid Florida Driver's License. Must successfully complete Florida DOEA and Agency for Health Care Administration (AHCA) Level II background screening upon hire and renew or maintain the same every five (5) years. Must complete a minimum of six (6) hours of annual in-service training provided through Monroe County Community Services each year to satisfy DOEA requirements.

Position may require travel throughout Monroe County as assigned. Occasional out-of-county travel may be required for training or meetings.

Knowledge, Skills, and Abilities:

* Ability to work from a general outline of duties and responsibilities; other employees assist in completing work.

* Knowledge of clerical or trades-based tasks; some of the typical responsibilities include gathering, formatting, or visually analyzing data.

* Ability to make decisions that govern my activities as well as others; decisions impact how unit provides services and support to internal and external customers.

* Ability to work with more than ten coworkers who mostly engage in the same activities.

PHYSICAL DEMANDS

The work is sedentary and requires exertion up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

* Balancing:
Maintaining body equilibrium to prevent falling while walking, standing, or crouching on…