Administrative Support Specialist (community Kitchen)

Community Kitchen - Administrative Support Specialist

Part-time position available with the Community Kitchen, a non-profit entity in Mason City, Iowa. Duties include administrative support and efficiently operate the office. Position will provide office support, and client support in a professional manner. Prefer an Associate degree with two years of applicable experience. Applicants must be 18 years of age. Starting rate of pay is $15.00 to $16.00 per hour. This is a position with Community Kitchen not Cerro Gordo County.

Applications will be accepted until Friday, December 5. Pre-employment physical, drug screen, criminal background check, and reference checks required.

Administrative Support Specialist Job Description (Part-time) Wage: $15.00 to $16.00 per hour depending on qualifications

Part-time position at The Community Kitchen, a nonprofit in Mason City providing meals to people in need. Responsible to provide administrative support and maintain an efficient operation of the office; and provide excellent support to clients, staff, and community partners for multiple programs.

Hours per week: 25 to 27

Typical shift: Monday through Friday, 8:30 AM - 1:30 PM, occasionally working until 2:30 PM

Location: In-person, Mason City, IA

IPERS retirement plan

Job Summary

Reports to the Executive Director and Office Support Specialist and is responsible for providing administrative support; maintain an efficient operation of the office; and provide support to clients, staff, and community partners for multiple programs.

Principles Duties and Responsibilities:

Office Support:

Administration

Answers phone and email

Handles correspondence in a timely and professional manner

Data entry and record keeping

Filing physical and electronic documents

Completes daily reporting and other tasks

Ensures all paperwork, reports, memos, invoices, tabulations, letters, acknowledgements, etc. are completed and filed in a timely manner

Occasionally run errands to/from post office, CPA, etc.

Acts in a professional manner reflecting the mission of The Community Kitchen and of Meals on Wheels of Mason City

Maintains a peaceful environment in the office and facility

Other clerical and administration tasks as directed

Financial:

Meals on Wheels

Creates invoices and statements in QuickBooks

Records payments from customers, MCOs, and other payors in QuickBooks and other professional software including Microsoft Excel

Communicates with customers, MCOs, and other payors regarding billing and/or payment issues

Community Kitchen

Records donations and other payments

Creates letters and other acknowledgments for donations

Reviews invoices, donations, and deposits and prepares them for the contracted CPA

Scheduling:

Helps schedule volunteer groups and individuals by communicating with volunteers and preparing monthly and yearly volunteer calendar

Confirms volunteer commitments via email, phone, and mail

Client Support:

Communication:

Communicates with clients for multiple programs via phone and email

Keeps record of all client communication

Acts in a professional manner

Client Onboarding and Updating:

Works with clients to sign them up for programs by answering questions and completing new client forms

Updates existing client information as needed

Enters client information into Management Information System, QuickBooks, Microsoft Office documents, and/or Google Workspace documents; ensuring accuracy of information

General:

Policies and Procedures:

Adheres to all Community Kitchen Policies and Procedures

Adheres to all Personnel Policies and Procedures

Skills:

Associate degree or equivalent education, or a minimum of 2 years applicable work experience

Computer competency is required

Proficient in business-related technology including Microsoft Office, Google Workspace, spreadsheets, data entry, etc.

Ability to work both independently, and in a team setting

Able to work with a minimal amount of supervision and guidance

Strong verbal and written communication skills, and attention to detail are required

Ability to work with interruptions while maintaining accuracy and completing tasks by deadlines

High degree of confidentiality is required. Must maintain confidentiality of client information, financial information, other agency information, and other information as instructed.

Excellent interpersonal skills are essential

Must be able to relate to and work effectively with a variety of groups, individuals, and clients with diverse needs

Special Requirements:

A. Must have a valid Iowa state driver's license and own and operate a motor vehicle (car) B. Must have a good driving record and be insurable to drive company vehicle C. Pre-Employment physical, drug screen, and background check required

Work Environment:

Tasks are regularly performed without exposure to adverse environmental conditions. Work is normally performed in an office environment. Possible eyestrain, and related occupational hazards associated with computer/office. The noise level in the work environment is usually moderate.

Cerro Gordo County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer. Cerro Gordo County is subject to and has adopted a policy in compliance with the 2008 Smokefree Air Act.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.