Administrative & Program Support Specialist

Feb 5, 2024 | Job Opening

Provides general administrative and program support to various programs within Office on Aging (OOA), under the general supervision of the OOA Director. Perform data entry for program and administrative areas and provides general clerical support to help ensure the success of all OOA programs. Serves as primary relief receptionist—answering a multi-line phone system. Direct calls and visitors to appropriate staff members; distribute mail and messages. Inputs client data for multiple programs into a customized client tracking database; ensures that client tracking database is maintained and updated continuously, and that records are in compliance. Generates letters and correspondence; sets up worksheets, develops computerized forms, produces reports, and data analysis as needed. Assists with gathering and maintaining report of all program and grant requirements. Creates digital and paper content and materials.

Qualifications: Associates degree and experience in a busy office environment. Equivalent education and work experience may be substituted for the degree requirement. Experience in answering a busy multi-line telephone system; work and/or training in bookkeeping, computers, office procedures, and customer service is also desirable. Demonstrated skill in MS Word, PowerPoint and Excel, and strong attention to detail and accuracy.

Salary: $35,572 ($17.19/hourly) DOQ. Excellent benefits including employer paid health insurance, life insurance, contributions to pension plan, co-pay dental insurance, vacation days, sick leave days and generous holidays.

Email your resume and CAC job application to cachr@knoxcac.org or apply using our online form. Note: Emailed resumes sent as attachments must be provided in Microsoft Word or PDF format. You may also visit the CAC Central Office reception area of the Ross Building at 2247 Western Avenue to review our job book, complete an application, and/or submit your resume.

See complete job description below.

An Equal Opportunity Employer

KNOXVILLE-KNOX COUNTY COMMUNITY ACTION COMMITTEE
OFFICE ON AGING JOB DESCRIPTION

Job Title: Administrative & Program Support Specialist

Summary: An employee in this classification provides general administrative and program support to various programs within Office on Aging, under the general supervision of the OOA Director. This includes performing data entry for program and administrative areas, general clerical support, and general financial assistance to help ensure the success of all OOA programs. Serves as primary relief receptionist—answering a multi-line phone system.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Serves as primary relief receptionist, answering the telephone, providing routine information, directing calls and visitors to appropriate staff members, taking accurate messages for absent staff, receiving visitors to the office, and sorting and distributing mail and messages.
  • Inputs client data for multiple programs into a customized client tracking database.
  • Ensures that the client tracking database is maintained and updated continuously, and electronic records are in compliance.
  • Performs data entry and assists in preservation of multi-program donor management system, as needed.
  • Assists with grants and contracts management for multiple funding sources and programs.
  • Assists with gathering and maintaining report of all program and grant requirements.
  • Assists with personnel-related processes, including onboarding and offboarding paperwork.
  • Serve as key liaison between OOA and IT support to provide support to staff with technical assistance needs, as requested.
  • Assists with file maintenance and storage for OOA.
  • Provides general clerical support, maintaining correspondence and miscellaneous files.
  • Creates digital and paper content and materials for program outreach, as requested.
  • Assists with development and maintenance of policies and procedures.
  • Prepares spreadsheets to organize and monitor data necessary for the efficient operation of the office.
  • Generates letters and correspondence to OOA contributors and event participants, as needed.
  • Sets up worksheets, develops computerized forms, produces reports, and data analysis as needed.
  • Records data and maintains databases, as needed.
  • Coordinates with appropriate program staff to collect information about clients served and services provided.
  • Assists with and attends OOA sponsored events, as requested.
  • Performs the duties of other administrative team members as necessary to insure effective and efficient service.
  • Participates and cooperates in planning for efficient performance of Administrative Services functions.
  • Performs other related duties as needed to insure the success of OOA and CAC.

Knowledge and Abilities: To perform this job successfully, an individual must be able to perform each essential job duty successfully. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Ability to communicate effectively, both orally and in writing.
  • Ability to carry out instructions given in written or oral form.
  • Must have strong attention to details.
  • Must have good keyboarding skills with strong accuracy and attention to detail.
  • Experience in multi-line telephones important.
  • Must be able to work under pressure and with deadlines.
  • Ability to handle multiple tasks.
  • Ability to obtain facts by personal contact, observation, or examination of recorded data.
  • Knowledge of current word processing and the spreadsheet software, with accurate data entry skills.
  • Ability to perform accurately basic mathematical computations.
  • Knowledge of modern office practices, procedures and equipment.
  • Ability to produce accurate reports and correspondence.
  • Ability to address inquiries in a professional manner, using sound judgment in referring customers to staff members.
  • Knowledge of current word processing and spreadsheet software, with accurate data entry skills.
  • Knowledge of modern office practices, procedures and equipment.
  • Ability to work well with supervisors, co-workers, and the public.
  • Ability to lift and carry up to twenty – five pounds.

Education and Experience: Associates degree or equivalent education and work experience with a pleasant personality and telephone manner and a good prior work record. Experience in answering a busy multi-line telephone system; work and/or training in grant management, computers, office procedures, and customer service is also desirable. Must have a demonstrated skill in MS Word, PowerPoint and Excel, and strong attention to detail and accuracy. Experience working in a busy office environment is preferred.

Salary:  ​Skill Level 7