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Administrative Assistant

Waterloo, IA

Job Information

Administrative Assistant

Position Description: SMP National Resource Center Administrative Assistant FLSA: Non-Exempt

Reports to: Consumer Protection Division Director

Position Summary:

Assist NEI3A's Senior Medicare Patrol (SMP) National Resource Center (SMP Resource Center or the Center) in a variety of administrative tasks. This includes assisting with creating and editing detailed training materials, handling online systems, and providing technical office support. Also included are tracking reports, managing national contact lists, and performing tasks that support the SMP Resource Center overall. The SMP Resource Center is funded by the U.S. Administration for Community Living (ACL) and administered by Northeast Iowa Area Agency on Aging (NEI3A).

The following responsibilities represent recurring tasks. These are not to be construed as exclusive or inclusive. Other duties may be required and assigned. These responsibilities must be performed satisfactorily with or without accommodation.

Position Responsibilities:

•Answer the Center's national toll-free number

•Respond to emails in the general email inbox

•Assist in updating materials in Word, Excel, PowerPoint, Publisher, and PDF

•Coordinate FedEx shipments and billing

•Manage bulk printing orders

•Manage contact lists

•Consolidate reports from the Center's software systems

•Manage SMP Resource Library users and resources

•Complete national conference-related tasks

•Assemble materials for meetings, events, and national training

•Prepare and distribute the monthly mentor call agenda and minutes

•Prepare internal meeting minutes and tasks

•Assist in the creation and editing of documents

•Handle maintenance requests

•Assist in grant recordkeeping and reporting

•Perform independent projects as assigned

•Manage Outlook calendar events

Essential Knowledge, Skills, and Abilities:

•Excellent customer service skills with strong listening skills

•Proficient using Microsoft Office, particularly Word, PowerPoint, and Outlook

•Able to become proficient using WebEx software

•Able to become proficient using Survey Monkey software

•Able to learn how to use additional computer software programs, when needed

•Able to receive and implement feedback to develop a quality end product

•Able to be detailed in proofing and editing Center documents

•Able to pay excellent attention to details

•Able to carefully follow instructions and problem solve

•Organizational skills, with the ability to handle multiple tasks while managing time efficiently

•Able to maintain confidentiality

•Able to work independently and utilize good project management skills

•Strong interpersonal skills to relate to diverse cultures, older persons, and caregivers

Required Qualifications:

•High school diploma or GED plus 3 years education and/or work experience in a related area

•2 years customer service experience

•Demonstrated writing and editing skills

•Accurate data entry skills

Preferred Qualifications:

•4-year degree in education, English, business, communications, social sciences, or a related field

•Previous employee or customer training experience

•Knowledge of database applications

•Previous experience conducting or assisting with training webinars

Physical Demands:

•While performing the duties of this job, the employee is occasionally required to walk; sit; use hands or fingers; feel objects, tools, or controls; reach with hands and arms; talk; and hear. The employee may also be required to lift up to 30 lbs.

Work Environment:

•Noise level in the work environment is moderate.

•Reasonable accommodations may be made to enable individuals with disabilities to perform the duties that are essential for satisfactory performance of the position.

To obtain an application, please visit:

To apply, please send resume, cover and completed application to: email: or by US mail: Bob Schaffer, PO Box 388, Waterloo, IA 50704

Posted 09/30/16

Job ID: 20430061
Mactive ID: 34839