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Front Desk Coordinator/Administrative Assistant

Front Desk Coordinator/Administrative Assistant

 
Overview:
Castle Rock Senior Activity Center (CRSAC) is a 50-year non-profit community and activity center for area seniors           who are “Loving Life in the Second Half.”  We have more than 1000+ members and conduct around 160+ activities that members can participate in each month – including served meals and restaurant visits, theater and museum trips, sports leagues, special interest groups, and classes to learn something new.  CRSAC also runs a program to provide transportation services to seniors in the community. We have transitioned during COVID to provide virtual programs and more assistance to our senior population by offering grocery shopping services, reassurance calls, and much more.  We are seeking a dynamic individual to join our team as our Front Desk Coordinator/Administrative Assistant. The Senior Center Front Desk Coordinator/Administrative Assistant position is our voice and face of the center and serves as a support position. This is a full-time hourly position, Monday-Friday 7:45 am-4:45 pm. The work performed will be at the front reception counter. This person will maintain the reception area and be the first contact for any member, visitor, and caller to the Center. Duties include answering phones, directing visitors, members and callers to appropriate contacts, assisting with transportation, assisting members to sign up or cancel activities, and taking rider requests and cancellations.  Additional duties involve data entry, hospitality service, and other administrative duties.  
 
Duties will include, but are not limited to:
 
Membership & Customer Service:
  • Greet, assist, and direct the public, members, and/or visitors to the appropriate staff person.
  • Be able to respond to members and the public about senior services.
  • Be responsible for sending monthly birthday postcards to members.
  • Be responsible for entering and maintaining the membership database.
  • Be responsible for entering new member and renewal applications into the database.
  • Call members whose membership has expired each month and share reports with Director and Membership/Outreach Vice President.
 
General Office:
  • Provide office support services in order to ensure efficiency and effectiveness within the Center.
  • Receive, direct and relay telephone messages and fax messages.
  • Be responsible for the activities, services, and other sign-up programs.  This will include verifying payments, maintaining waitlists, and handling cancellations.
  • Be responsible for entering and maintaining the membership database.
  • Be responsible for depositing shuttle donations from vehicle cash boxes.
  • Handle and process purchases and money transactions. Be responsible for using the credit card machine and keying into the cash register.
  • Send/receive faxes.
  • Assist with projects (mailings, research, tallying data, etc.) by staff members as assigned.
  • Maintaining a monthly electronic calendar
  • Renewal Retention calls and Report
  • Handle registration forms for Sports sign-ups.
  • Entering activities and services into the database
  • Handle the Master Schedule set-up of services in Schedule Plus (i.e VNA, Massage service, Hearing, etc.)
  • Name tags for events
  • End-of-Month reports to Director for Scholarship Recipients
  • Maintaining the organization and cleanliness of the front deck area and countertops.
  • Coordinate/Update with daily Volunteer Receptionists on tasks for the day.
  • Other duties as assigned and adapted during COVID. 
Transportation:
  • Take transportation requests and cancellations by phone and in person, review the online spreadsheets, and complete all paperwork.
  • Take rider requests and cancellations by phone.
  • Be the first contact for daily drivers and answer driver phones as a priority.
  • Keep in contact with volunteer drivers and make sure all riders are accounted for before drivers leave for the day.
  • Make calls to all riders on the schedule for the next day; confirm their pick-up times and report to the Transportation Coordinator.
  • Assist the Transportation Coordinator with monthly reconciliation of ride in Empower software.
  • Assist with the rider screening process and be able to provide relevant information on our transportation program. 
Hospitality:
  • In AM - Set up coffee and breakfast snack service for Vista room.
  • Afternoon – Set up afternoon treats or make popcorn on special days or have a volunteer help with this.  
  • In PM – Clean up Vista room snack service; prepare snacks for next day.
  • Keep freezer donations organized by month - per shelf.  Freeze items that come from Starbucks, Safeway, Panera, etc., placing the date of arrival on paper in a container for proper distribution 
Qualifications 
Experience and training: 
  • Must have proficient skills in Microsoft Office computer programs and usage.
  • Experience with data entry into database software is preferred, but not required.
  • Must have experience with multi-line telephone systems.
  • Previous work in an office environment is preferred
  • Be a self-starter who takes initiative to do whatever is necessary
  • High school diploma required
Physical Requirements:
  • Ability to lift a burden of 25 lbs. or less.
  • Ability to conduct activities involving simple grasping, fine manipulation, and gross motor skills.
  • Ability to participate in conversations in person or via phone or a hand-held radio, and distinguish signals including alarms, emergency whistles, equipment malfunction signals, and similar alerts.
  • Ability to visibly distinguish circumstances, situations, written material, and other details within the environment at distances both near and far.
  • Mobility to move to and from points inside and outside of the Senior Center.
 
Other Requirements:
  • Ability to interact with the general public and members of the organization.
  • Ability to work well with other staff in dealing with unexpected situations and challenges.
  • Ability to adapt to an ever-changing environment.
  • Ability to remember processes and procedures for dealing with competitive situations and challenges.
  • Problem-solving skills are helpful in responding to unanticipated circumstances and challenges.
  • Ability to read and understand materials, and compare information or instructions in written form.                         
 
Compensation:
$14-17 per hour, (Depending on Experience) 
 
How to Apply:
If you share our passion for seniors and want to be part of this committed and collaborative team, we invite you to join us in this key role. Resumes will be accepted until the position is filled.  Please apply by submitting your resume and cover letter to CRSC@crgov.com or by mailing it to Executive Director  -  2323 Woodlands Blvd, Castle Rock, CO 80104.
No phone calls, please. 

CRSC is an Equal Opportunity/Affirmative Action Employer.

 

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