Commission on Aging Assistant (Part-time 25 hours/week)

Town of Greenwich, C; Greenwich (CT); On-site; USD 40,000 - 56,000; Full time

Job summary

The Town of Greenwich is seeking a capable administrative assistant to provide clerical and customer support for the Commission on Aging and Wallace Center members, staff, and residents.

The role requires a high school diploma with two years in customer service, strong communication skills, proficiency in Microsoft Office, Canva, Zoom/Teams, and CivicPlus, and the ability to manage multiple tasks while supporting program operations and community outreach.

Qualifications

• High School diploma plus two years of related customer service experience.
• Demonstrated knowledge of customer service principles.
• Proven knowledge of office procedures.
• Ability to interact tactfully and courteously with older adults, colleagues, vendors, Board members and the community.
• Strong written and verbal communication skills.
• Proficiency in computer use and software such as Microsoft Office Excel, Word, PowerPoint, Zoom/Teams, CivicPlus or similar website program, Canva, social media platforms.
• Understanding and applying Medicare regulations.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Assists with health insurance counseling and annual Medicare D Open Enrollment.
• Conducts electronic surveys and creates spreadsheets to track programs and data.
• Enters and maintains member information in MySeniorCenter; utilizes Jotforms; maintains STARS reporting.
• Ensures communications adhere to the department’s brand and style guide.
• Serves as webmaster for Commission on Aging and Wallace Center websites and social media.
• Supports branding, outreach, and special projects.
• Creates and updates webpages, emails, newsletters, flyers, and digital media.
• Processes registrations and payments per policies.
• Assists with on-site and off-site program logistics.
• Maintains inventory and monitors equipment for efficiency.
• Responds to customer inquiries and complaints promptly.
• Prepares correspondences and confidential files.
• Supports Town policies.
• Performs related work.

Skills

Customer service

Office procedures

Written communication

Verbal communication

Interacting with seniors

Microsoft Office

Zoom/Teams

Canva

Social media

Web skills

Education

High School diploma

Tools

CivicPlus

Canva

Zoom/Teams

Job description

Provides administrative, clerical, and customer support to the Commission on Aging and Wallace Center members, staff, affiliated Boards, and older adult residents of the Town.

Experience and Education:

High School diploma, plus two (2) years of related experience providing customer service and utilizing various digital platforms for communicating information on behalf of an organization.

Qualifications:

Demonstrated knowledge of customer service principles.

Proven knowledge of office procedures.

Demonstrated ability to interact effectively, tactfully and courteously with older adults, colleagues, vendors, Board members and the community.

Demonstrated ability to communicate effectively both in writing and verbally.

Proficiency in the operation of a personal computer and the use of software such as Microsoft Office Excel, Word, PowerPoint, Zoom/Teams, CivicPlus or similar website program, Canva, social media platforms and other industry-related software.

Demonstrated ability to understand and apply Medicare regulations.

Proven ability to work independently and to manage multiple tasks simultaneously in a timely manner.

Valid driver’s license.

Exam Plan: Computer Skills Test (Pass/Fail)

Department: Commission on Aging
Union: GMEA
Grade: D
FLSA: Non-exempt
Reports to: Director of the Commission on Aging

Duties and Responsibilities:

Assists with health insurance counseling and annual Medicare D Open Enrollment.

Conducts electronic surveys for programs and initiatives and creates spreadsheets to track internal and external programs and related data in accordance with the Strategic Plan.

Enters and maintains member information inMySeniorCenter database; utilizes and creates Jotforms; maintains compliance with State of Connecticut STARS reporting system; utilizes survey monkey and Canva.

Ensures communications adhere to Department’s brand and style guide.

Serves as webmaster for Commission on Aging and Wallace Center on Town and Wallace Center websites, social media platforms, on-site digital display boards and other related software.

Supports projects and initiatives including, but not limited to, Age and Dementia Friendly Greenwich, Wallace Center Member Survey, Café Survey, TechCONNECTT, Share-the-Fare, community outreach, sponsor campaigns and other special projects as assigned.

Creates and updates webpages, email blasts, weekly and monthly newsletters, flyers, digital media, and other communication platforms as directed.

Processes registration and payments for programs, classes, and other department transactions in compliance with the Commission on Aging’s policy and procedures and Town’s treasury guidelines.

Assists with logistics at both on-site and off-site programs.

Maintains inventory of office supplies and monitors equipment to ensure operational efficiency.

Responds in a professional and timely manner to customer service inquiries and complaints.

Prepares correspondences, reports, and maintains confidential files.

Supports Town policies and philosophies.

Performs related work as required.

Interview & Medical/Background Policy:

All positions may be subject to an interview process. The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.

All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredientin marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.

The Town of Greenwich has implemented a policy of background investigations for all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.