Senior Center Administrative Assistant

City of Sumner; Sumner (WA); On-site; USD 55,000 - 69,000; Full time

Job summary

City of Sumner is seeking a Senior Center Administrative Assistant to provide clerical and program support for the Senior Center. The role serves as the first point of contact for seniors, guests, and vendors, answering questions and guiding individuals to community resources.

The position assists with daily operations, records, communications, and program activities to reflect the center's mission and values.

Qualifications

• High school diploma or equivalent required.
• Associate degree in office administration, human services, recreation, or related field preferred.
• Two years of administrative, clerical, or customer service experience desirable.

Responsibilities

• Serve as primary contact for phone and in-person inquiries.
• Welcome and assist members during check-in using digital systems.
• Coordinate activities, programs, and events with the Coordinator.
• Maintain files, records, and database accuracy for center operations.
• Assist with daily center operations and program support as needed.

Skills

Organized

Dependable

Compassionate

Patient

People-oriented

Strong communication

Tech-savvy

Education

High school diploma or equivalent

Associate degree in office administration, human services, recreation, or related field

Tools

Office software

Electronic check-in systems

Job description

Hiring Range: $26.48 - $29.61, with growth to $33.10

The Senior Center Administrative Assistant provides clerical and program support to the Senior Center and assists the Coordinator with activity-related duties at the senior center. This position serves as the first point of contact for the center, welcoming seniors, guests, and vendors with professionalism and care. The Administrative Assistant is responsible for answering questions, providing information about the senior center's programs, and connecting individuals with appropriate community resources. In addition, the role supports the day-to‑day operations of the center by handling administrative tasks, maintaining records, coordinating communication, and assisting with program activities and events. This position plays a vital role in creating a welcoming and supportive environment for seniors, ensuring that all interactions reflect the mission and values of the City of Sumner.

Ideal Candidate

The ideal candidate is organized, dependable, compassionate, patient, and people-oriented, with strong communication skills and a genuine desire to support and connect with older adults. This person should be comfortable balancing administrative tasks with hands‑on support for activities and events, working independently, and helping seniors access information and community resources. This person should also be tech‑savvy, adaptable, and comfortable learning and using a variety of technology, software, and digital tools to support the center’s programs, communications, and daily operations.

This position is a full‑time or part‑time, Fair Labor Standards Act non‑exempt, overtime eligible position. Part‑time employees in this position typically work less than 10 hours per week. The regular work schedule for the Senior Center Administrative Assistant is Monday through Friday, 8:00am to 4:30pm. Attendance at evening hours meeting or other off‑duty events is not anticipated. The incumbent in this position is not a Civil Service employee.

About Sumner

The City of Sumner's vision is to set the standard of excellence for a progressive small city. In working to achieve that vision, Sumner prioritizes and celebrates diverse perspectives, life experiences and differences. The City actively seeks and encourages people with diverse backgrounds and characteristics to apply and all come together with a goal of continuing to learn and improve to better serve the residents, businesses and visitors of our community. Sumner remains a traditional city of just over 11,000 residents with agricultural roots, known for decades as the Rhubarb Pie Capital of the World. At the same time, its compact, walkable layout aligns perfectly with progressive planning trends, as its classic Main Street becomes repurposed for boutiques, independent restaurants and daily services such as legal offices, financial advisors, and doctors. While Sumner retains historic neighborhoods of Craftsman houses and an active high school right on Main Street, it also offers over 16,000 manufacturing and distribution jobs for companies such as REI, Keurig Dr. Pepper, Amazon.com, and Dillanos Coffee Roasters. With a downtown Sound Transit station with buses and trains, it is well connected to the Puget Sound region while striving to be a full‑service city with the largest YMCA facility in the state of Washington as well as a link trail system that will connect the Foothills and Interurban trails. Like the community, the city government is large enough to be professional but small enough to be creative. The City has won a variety of awards from the Governor’s Smart Planning Award to recognition at the International Association of Chiefs of Police for its groundbreaking police work on victims’ assistance. With a strong mayor format, the City has just over 140 employees who operate a cemetery, wastewater treatment facility, accredited police department, animal shelter, parks, senior center, full service public works and administration.

About the Senior Center

The Sumner Senior Center is a welcoming and active gathering place for adults age 55 and older, providing opportunities to connect, participate and thrive in our community. The Center offers a variety of activities, programs and special events, along with weekday lunches and assistance connecting seniors with valuable resources and services. More than a place to visit, the Senior Center helps build friendships, foster a sense of belonging and support the well‑being of older adults in Sumner and the surrounding community.

The job duties and responsibilities represented in this job description in no way imply that these are the only duties to be performed. Employees occupying the position will be required to follow any other job‑related instructions and to perform any other job‑related duties requested by a supervisor. While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty with proficiency.

• Support the daily operations of the Senior Center, including opening and closing procedures.
• Serve as the primary contact for phone and in‑person inquiries, providing information and assistance to members and visitors.
• Welcome and assist members during the check‑in process, including use of electronic or digital check‑in systems.
• Collaborate with the Coordinator to plan, coordinate, and implement activities and programs.
• Organize and manage activities, events, and trips, including making reminder phone calls and utilizing digital communication tools as appropriate.
• Collect, record, and balance funds for the center on a daily basis.
• Design and distribute flyers and other promotional materials for trips and events.
• Manage registration for trips and events, ensuring timely reminders and accurate records.
• Maintain and update member contact information and database records.
• Prepare and distribute the monthly calendar of events.
• Assist with set‑up and clean‑up for daily activities, programs and special events.
• Maintain accurate and organized files and records in accordance with standard procedures.
• Monitor and maintain office supply inventory.
• Assist with sorting and pricing donations for the store.
• Perform general clerical duties, including correspondence, filing, and data entry.
• Utilize computers, software, databases, online platforms, and other digital tools to support the efficient operations of the Senior Center.
• Learn and adapt to new software, technology, and digital systems as needed to support changing operational and program needs.
• Provide seniors with information about community resources and make referrals for elderly services and benefits.
• Support special projects and assignments as directed by the Senior Center Coordinator.
• Carry out other duties as assigned to support the effective operation of the Senior Center and its programs.

Education and Experience

Any combination of experience and education which provides the applicant with the listed necessary knowledge, skills and abilities will be considered.

Any combination equivalent to the following criteria:

• High school diploma or equivalent required; associate degree in office administration, human services, recreation, or a related field preferred.
• Two (2) years of administrative, clerical, or customer service experience, preferably in a community center, senior services, or related setting.
• Experience working with older adults and knowledge of community resources for seniors is highly desirable.

Licenses/Certifications

• Current Washington State Food Handler's Permit, or ability to obtain within six months of hire.
• First Aid/CPR certification (or ability to obtain within six months of hire).

Knowledge, Skills and Abilities

Knowledge of

• Modern office practices, procedures, and technology, including proficiency with personal computers and related software applications.
• Proper use of English language, including grammar, spelling, punctuation, and vocabulary, for clear communication and professional correspondence.
• Effective oral and written communication methods to engage with diverse audiences.
• Interpersonal skills that demonstrate tact, patience, cultural sensitivity, and courtesy in dealing with seniors, staff, volunteers and community partners.
• Department organization, operations, policies and objectives to ensure compliance and alignment with City standards.
• Customer service techniques, including telephone and in‑person etiquette, for providing professional and supportive assistance to the public.
• Community resources and referral services available for older adults.
• Methods to interpret, apply, and explain rules, regulations, policies and procedures in a clear and consistent manner.

Ability to

• Communicate clearly and effectively, both orally and in writing, with individuals and groups.
• Work independently with minimal direction, exercising sound judgment and initiative.
• Operate office equipment, including computers, printers, copiers, telephones, and related systems.
• Greet visitors and respond to phone inquiries courteously and professionally, providing accurate information or referrals as needed.
• Provide courteous, professional, and patient customer service to a diverse senior population.
• Create flyers, calendars, and other promotional materials for activities and events.
• Assist with planning, coordinating, and implementing programs, trips, and special events.
• Perform clerical and administrative duties efficiently and in accordance with standard procedures.
• Support the physical requirements of programs and events, including set‑up and take‑down.
• Provide empathetic support, information, and counseling to senior patrons, and when appropriate, connect them with community resources and referrals.
• Listen attentively and respond with compassion to support seniors’ daily needs, demonstrating patience and respect.
• Maintain reliable and dependable attendance.
• Contribute to the City’s mission, vision and values.

Physical Requirements

Work Environment and Physical Requirements Requirements outlined in this job description may be modified to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. The City of Sumner is an Equal Opportunity Employer. Qualified individuals with disabilities will be provided reasonable accommodation in the application or selection process, and, if hired, in the performance of essential job functions. Requests for accommodation will be considered on a case‑by‑case basis.

Work Environment: Work is typically performed in an office setting and senior/community center environment with frequent interaction with staff, volunteers, seniors, and members of the public. The position may require extended periods of sitting, standing, walking, bending, and reaching. Employees may be required to lift and carry materials or supplies weighing up to 25 pounds. Work involves frequent interaction requiring effective communication and a professional demeanor. The position may involve interruptions, shifting priorities, and deadlines that require flexibility and strong organizational skills. The noise level is generally moderate but may increase during events and activities.

Physical Requirements: While performing the duties of this position, the employee is frequently required to sit, stand, walk, talk, and hear. The employee may occasionally be required to bend, stoop, reach, kneel, or climb short distances (such as using a step stool) in connection with setting up or assisting with events and activities. The employee may occasionally lift, carry, push, or move materials and supplies weighing up to 25 pounds. Sufficient vision, hearing, and speech are necessary to communicate effectively in person, by telephone, and in writing. Manual dexterity is required to operate standard office equipment such as computers, printers, copiers, and telephones. The ability to operate a motor vehicle may also be necessary for transporting materials or attending meetings.

Selection Guidelines

Selection is based on a formal application, evaluation of education and experience, oral interviews, and reference checks. Job‑related testing and assessments may also be required.

This job description is intended to provide a general overview of the position and does not constitute an employment contract between the employer and employee. The employer reserves the right to modify or amend the job description at any time, as organizational needs and position requirements evolve.

Required background check

Background checks for positions involving unsupervised access to children, developmentally disabled persons, or vulnerable adults are required under RCW 43.43.830-43.43.845. These checks must include a fingerprint‑based FBI national criminal history record check. Ongoing re‑checks may also be required.

Background checks may also include:

• Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire. This verification will be run on the past three employers or the previous five years, whichever comes first.
• Personal and Professional References: calls will be placed to individuals listed as references by the applicant.
• Employment Eligibility Verification: Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States.
• Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.
• Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history:
  • The nature of the crime and its relationship to the position.
  • The time since the conviction.
  • The number (if more than one) of convictions.
  • Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors.

The following additional background searches will be required if applicable to the position:

• Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position.
• Credit History: confirms candidate's credit history. This search will be run for positions that involve management of City of Sumner funds and / or handling of cash or credit cards.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Equal Opportunity Employer

The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants on the basis of job-related qualifications and competence. These policies shall be applied without regard to any individual's sex, race, colour, religion, national origin, pregnancy, age, marital status, sensory, physical or mental disability, sexual orientation including gender expression and identity, genetic information, domestic violence victim or other basis prohibited by law.

Drug Free Workplace

The City of Sumner is a drug free workplace. The City is committed to ensuring a safe and healthy work environment, free from employees whose job performance may be impaired by the use of prescription, nonprescription, over-the-counter drugs, illegal controlled substances, marijuana and alcohol.

General Hiring Process Information

• Candidates must submit required documents as outlined in the job announcement in order to be considered.
• Submitting a cover letter and resume is not required but is recommended.
• Applicants must provide professional references with accurate phone numbers and email addresses. References will only be contacted for applicants who progress past the interview process.
• If multiple applications are received for the same candidate, only the most recently submitted, complete application will be considered.
• Applications received by the review date will be screened for minimum qualifications and then submitted to a Subject Matter Expert to select which candidates will be invited to interview. Personally identifiable information is removed from the applications during the screening process.
• Applicants who are invited to interview will receive notification by email and are typically provided at least one week’s notice prior to the scheduled interview date.
• Applicants who are not invited to interview will be notified by email.
• Remote interviews may be available for candidates unable to participate in person, remote interviews are held through an online meeting platform such as Microsoft Teams.
• Applicants who pass the interview process may be invited back for a second interview with the department leads or for a walking interview through the department.
• Applicants who did not pass the interview process will be notified by email.