Admin Assistant Senior Center

Mineral County, NV; Hawthorne (NV); On-site; USD 42,000 - 54,000; Full time

Job summary

Mineral County is seeking a dedicated Administrative Specialist for the Senior Services Program. The role handles day-to-day administrative support, financial processes, and daily interaction with seniors.

Responsibilities include reporting, sign-in management, data entry into SAMS, and assisting with budget and grant reporting. Strong organization, communication and accuracy are essential for successful operation.

Qualifications

• Knowledge of bookkeeping, accounting, and financial recordkeeping.
• Understanding of accounts payable and accounts receivable processes.
• Familiarity with QuickBooks or equivalent accounting software.
• Knowledge of grant reporting requirements and compliance procedures.
• Proficiency with Microsoft Office including Word and Excel.
• Awareness of laws and regulations pertaining to program operations.

Responsibilities

• Answer and direct all incoming calls; forward information to service providers and act as central information center.
• Maintain Senior Center service sign-in sheets and enter data into internal reports; input services data into SAMS or agency databases.
• Prepare daily bank deposits and post transactions using QuickBooks; prepare accounts payable vouchers for submission.
• Assist with maintaining cash flow records and report discrepancies to the Director.
• Prepare and maintain personnel timesheets and assist with grant/program reports for submission to agencies.
• Assist with purchasing and vendor relations for the Senior Services Program; support public relations and outreach efforts.

Skills

Financial recordkeeping

Accounting software

Grant reporting

Microsoft Office

Communication skills

Interpersonal skills

Tools

QuickBooks

SAMS database

Job description

This position serves as the central administrative point of contact for the Senior Services Program, supporting the day-to-day program functions. There is a strong customer service component to this position and daily interaction with seniors is to be anticipated. The position assists in preparing reports for submission to the Mineral County Board of Commissioners, grantees and stakeholder organizations. This position assists with the preparation of daily rosters, announcements, publicity and social media posts. The incumbent shall be familiar with and comply with all Aging and Disability Services Division (ADSD) Service Specifications, related grant requirements, and standard accounting practices, procedures, and guidelines.

Essential Duties and Responsibilities: (Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential functions).

• Answer and direct all incoming phone calls; record messages with accurate information; forward information to appropriate service providers (homebound meal deliveries, transportation, senior advocacy, etc.); act as central information center for Program staff and clients;
• Maintain Senior Center service sign-in sheets and record information onto internal reports; enter services provided data into SAMS or other agency-specific databases;
• Prepare daily bank deposits and submit to the Mineral County Comptroller's Office; post accounts receivable transactions to appropriate accounts using QuickBooks accounting software;
• Prepare accounts payable vouchers for submission to the Mineral County Comptroller's Office and post transactions to appropriate accounts using QuickBooks accounting software;
• Maintain daily cash flow reports and records of all financial transactions; report discrepancies or significant changes to Director;
• Prepare and maintain personnel time sheets, records, and related reports; submit timesheets to the Mineral County Comptroller's Office;
• Assist Director in preparing and maintaining Program and grant reports; review with Director prior to submission to appropriate agencies;
• Act as Purchasing Officer for the Senior Services Program and maintain professional working relationships with participating vendors;
• Assist Director with preparation of various financial and Program status reports for submission to the Mineral County Board of Commissioners and other departments/agencies as necessary;
• Assist Director in daily operations of the Senior Services Program, including preparation and monitoring of annual targeting plans, budgets, goals, and objectives;
• Assist in the development and presentation of public relations media and other marketing/outreach activities;
• Obtain and maintain all in-service training as required;
• Maintain familiarity with schedules for services and activities; develop and update notices; maintain sign-in sheets for various services; maintain bulletin boards with current information; and
• Perform other general office, administrative, and bookkeeping duties as assigned by the Director to ensure the efficient day-to-day operation of the Program.

Qualifications for Employment

Knowledge, Skills, and Abilities: (KSAs are attributes required to perform a job; generally demonstrated through qualifying experience, education, or training.)

Knowledge of:

• Principles and practices of bookkeeping, accounting, and financial recordkeeping;
• Accounts payable and accounts receivable processes;
• QuickBooks or equivalent accounting software;
• Grant reporting requirements and compliance procedures;
• Modern office procedures, methods, and equipment including computers;
• Microsoft Office software including Word and Excel;
• Sociological and psychological needs of the elderly; and
• Applicable federal, state, and local laws and regulations pertaining to program operations.

Skills to:

• Maintain accurate and detailed financial records;
• Prepare a variety of financial reports and program status documents;
• Operate computer equipment and accounting software proficiently;
• Communicate effectively both orally and in written form; and
• Maintain professional working relationships with clients, staff, vendors, and the public.

Ability to:

• Work efficiently, accurately, and independently without direct supervision;
• Prioritize work and manage multiple tasks simultaneously;
• Handle confidential and sensitive information with discretion;
• Interact respectfully and courteously with elderly clients, program staff, and the general public; and
• Maintain regular and consistent punctuality and attendance.

Required Certifications and Licenses

Possession of a valid Nevada driver's license. Must be bondable. Must pass a background check.