OUR MISSION: Brandywine Valley Active Aging enriches the lives of older adults living within our community by providing services that enhance the dignity and quality of their lives. It is the expectation of Brandywine Valley Active Aging that all staff will mirror the mission of Brandywine Valley Active Aging in the performance of their work.
Brandywine Valley Active Aging builds on a history of more than 40 years of continued service by the former Coatesville Area and Downingtown Area Senior Centers. While services are open to anyone who seeks to improve the quality of their life, regardless of their age, Brandywine Valley Active Aging’s programs and services are designed to offer the most value to individuals 50 and greater.
GENERAL JOB DESCRIPTION: Reporting to the Director of Operations, the Administrative Assistant/Receptionist holds the responsibility for making the ‘first impression’ of the organization to guests and visitors and therefore, the individual must maintain a strong working knowledge of the organization and its various programs and services. The Administrative Assistant/Receptionist will be the front line when accessing services and must have the skills to manage a busy front desk and switchboard. This position is viewed as part of the continuum of care within the Chester County Human Services network and the Administrative Assistant/Receptionist will be required to act with compassion and empathy in addressing individuals seeking assistance.
ESSENTIAL FUNCTIONS: To accomplish the work of the position, the Administrative Assistant/ Receptionist must be detail-oriented, well-groomed, act professionally, and embody the characteristics necessary to drive the work of the organization. Minimally, the essential functions of the position include, but are not limited to the following:
- Effectively and efficiently manage the front desk operations by appropriately answering, screening, and forwarding phone calls; and greeting guests and visitors and directing them accordingly.
- Maintaining a strong knowledge of internal organizational functions to answer baseline questions and triage the needs of guests and visitors whether in-person or over the phone.
- Maintaining daily check-in with each Campus and Department, keeping alert to any changes that affect guests and visitors whether in-person or over the phone.
- Supporting the Information & Assistance (Case Management) Team by providing basic information and/or referral such as providing phone numbers to local/partner agencies and/or distributing applications for benefits and entitlement programs upon request.
- Scheduling and confirming appointments for various services such as Income Tax Preparation, Open Enrollment, Health Clinics, and Information & Assistance support.
- Supporting the Campus Activities team by conducting tours for new guests.
- Ensuring the accurate collection and maintenance of pertinent client information by requesting guests to complete intake, registration, and other documents/forms as required; by entering relevant information into the Copilot database; and by maintaining client files as required.
- Ensuring safety compliance and accurate attendance records by assisting guests with proper check-in and check-out procedures using the Copilot database.
- Being familiar with organizational safety policies and procedures and understanding how to use safety devices.
- Assisting with the mailing readiness of the monthly newsletter and other mailings by folding, labeling, sorting, and preparing up to 2,000 pieces.
- Keeping the front desk, reception area, vestibule, and front porch tidy and presentable and ensure that the front desk is adequately stocked and organized with necessary office supplies and forms.
- Attending meetings and relevant training as requested.
- If requested, temporarily assume the duties of absent staff.
- Other duties may be required.
MINIMUM QUALIFICATIONS (Knowledge, Skills, And Abilities)
- Possession of a high school diploma or its equivalent.
- Desire to work with older adults and the ability to put service of others before self.
- Excellent interpersonal, verbal, and written communication skills.
- Ability to work independently and as a member of a team.
- Ability to prioritize work and to appropriately delegate to meet deadlines.
- Ability to maintain a high level of confidentiality, tact, and professionalism.
- Familiarity with computers and computer software including Microsoft Office.
- High level of accuracy, efficiency, and punctuality.
- Personal transportation and the ability to travel daily, if needed, throughout the County and occasionally for local, regional, or national conferences or training.
ATTRIBUTES: The Individual must exhibit enthusiasm, dependability, patience, initiative, and flexibility. The individual must be able to work as part of a team by working successfully with staff, volunteers, and participants. The individual must be open-minded and able to work with all elements of human diversity represented within the internal and external community.
WORK ENVIRONMENT AND PHYSICAL DEMANDS: While the work in this position is largely indoors, travel throughout the county does happen. When indoors, the work environment is protected from weather conditions but subject to some temperature fluctuations. Periodically during the year, the position is involved in outdoor activities and subject to temperatures below 60 degrees F and above 80 degrees F. Outdoor elements such as precipitation and wind are possible. On occasion, the environment may be noisy and distracting.
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals who are differently abled to perform the functions.
- Communicating with others to exchange information, instructions, and ideas by means of spoken words, typed or handwritten notes, forms and other work materials, use of a computer, laptop, or other electronic device.
- Excellent hearing and vision for emergency situations.
- Office work that primarily involves sitting and standing for sustained periods of time.
- Ability to lift, adjust, push, pull, carry, slide, and move objects weighing 40+ pounds repeatedly and frequently in all directions.
- Ability to bend, stretch, twist, squat, and reach in all directions for extended periods of time, up to 8-hours per day.
- Other movements required from time to time may include, but are not limited to, stooping, kneeling, stepping, crouching, crawling, reaching, pushing, pulling, grasping, and repetitive motions hands, fingers, and wrists.
DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of all activities or responsibilities that are required of the employee. Additional duties and responsibilities are expected to be performed, as necessary.
EQUAL OPPORTUNITY EMPLOYER: Brandywine Valley Active Aging is an Equal Opportunity Employer and considers candidates for all positions on the basis of their qualifications and without regard to their race, color, religion, gender or gender identity, national origin, genetic information, age, physical or mental ability, sexual orientation, marital status, or status as a Vietnam-era or special differently abled veteran or other protected classification in accordance with applicable federal, state, and local laws.
Due to the nature of Brandywine Valley Active Aging’s programs and services, it is essential that staff be able to perform their essential job functions and consistently meet the qualifications and physical demands.
ACKNOWLEDGEMENT: I have reviewed and agree to the job description and salary guidelines for this position, and I further acknowledge that this job description is not all-inclusive, but rather a guideline for the performance of the duties generally associated with this and similar positions.
Brandywine Valley Active Aging reserves the right to modify this job description as organizational conditions change.