Senior Services Coordinator

Dracut; Dracut, Northern (MA, KY); Hybrid; USD 45,000 - 64,000; Full time

Job summary

The Town of Dracut is seeking an Administrative Assistant to provide general clerical, receptionist, and office support for the Council on Aging. You will assist with registrations, data entry, and public contact to ensure smooth daily operations.

The role is full-time, 35 hours per week, with no supervisory duties and includes health insurance and Middlesex County Retirement as part of benefits. Confidentiality and accuracy are essential in this position.

Qualifications

• High School Diploma or equivalent.
• Minimum of 1 year of administrative or clerical experience; municipal experience preferred.
• Experience working with the public; experience with seniors or human services is desirable.

Responsibilities

• Greets visitors, answers phones, and responds to general inquiries regarding COA programs and services.
• Provides confidential assistance to seniors with SNAP, fuel assistance, and other similar applications.
• Provides clerical support including filing, copying, scanning, mailing, and data entry.
• Assists participants with registering for programs, trips, and events.
• Schedules routine appointments (e.g., outreach visits, transportation rides) as directed by staff.
• Maintains participant contact information, attendance logs, and registration records.
• Processes simple payments for programs/events and records transactions per procedure.
• Assists in assembling basic outreach materials, flyers, and notices.
• Tracks inventory of office supplies and submits replenishment requests.
• Enters data for monthly/quarterly reporting as directed (does not prepare formal reports).
• Assist staff with room setup for programs/events.
• Maintains confidentiality according to HIPAA and COA protocols.

Skills

Customer service

Communication skills

Microsoft Office

Record keeping

Multitasking

Education

High School Diploma or equivalent

Tools

Microsoft Office

Office equipment

Job description

Job Opportunities

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Full Salary Range :$44,899.40 – 63,992.83 annually (paid weekly); Anticipated hiring range: $44,899.40 - $47,629.40, depending on qualifications and experience, with full benefits, including health insurance and Middlesex County Retirement

Position: Full-time

Hours:35 hrs./wk.

Grade: 7, Step 1-13

FLSA: Exempt

Position Summary:

The Administrative Assistant provides general clerical, receptionist, and administrative support to the Council on Aging. This position assists with day-to-day office tasks, program registrations, public contact, data entry, and recordkeeping to ensure smooth administrative operations. This role does not include supervisory responsibilities, program planning, case management, transportation oversight, or budget/reporting functions.

Supervision:

Works under the direct supervision of the COA Director, or their designee, and in accordance with established rules, policies, departmental procedures, and timelines.

Essential Duties and Responsibilities:

The essential functions or duties listed below are illustrations of the type of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Greets visitors, answers phones, and responds to general inquiries regarding COA programs and services.
• Provides confidential assistance to seniors with SNAP, fuel assistance, and other similar applications
• Provides clerical support including filing, copying, scanning, mailing, and data entry.
• Assists participants with registering for programs, trips, and events.
• Schedules routine appointments (e.g., outreach visits, transportation rides) as directed by staff.
• Maintains participant contact information, attendance logs, and registration records.
• Processes simple payments for programs/events and records transactions per procedure.
• Assists in assembling basic outreach materials, flyers, and notices.
• Tracks inventory of office supplies and submits replenishment requests.
• Enters data for monthly/quarterly reporting as directed (does not prepare formal reports).
• Assist staff with room setup for programs/events.
• Maintains confidentiality according to HIPAA and COA protocols.
• Performs other routine administrative tasks and other duties as assigned.

Recommended Minimum Qualifications:

Education & Experience:

• High School Diploma or equivalent.
• Minimum of 1 year of administrative or clerical experience; municipal experience preferred.
• Experience working with the public; experience working with seniors or human services is desirable.

Knowledge, Ability & Skill:

• Strong customer service and communication skills.
• Basic proficiency with Microsoft Office and standard office equipment.
• Ability to maintain accurate records and follow established procedures.
• Ability to work respectfully with seniors, caregivers, and the general public.
• Ability to multitask, stay organized, and maintain confidentiality.

Physical Demands:

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing duties of this job, the employee is required to stand, walk, sit, use hands to handle or feel, reach with hands and arms, climb and/or balance, talk, and hear. The employee must occasionally lift or move up to 20 lbs. Vision and hearing requirements include close and distance vision.

• Work performed primarily in an office setting within the Senior Center.
• Frequent contact with seniors, caregivers, staff, and volunteers. Workload varies by program schedules and seasonal activities.
• Errors could result in delays of services, gaps in program delivery, scheduling issues, or negative impacts on vulnerable populations.

The Town of Dracut requires a CORI and drug screen.

The Town of Dracut is an Equal Opportunity Employer.

In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

(This 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.)