JOB DESCRIPTION: 

As a critical member of the Operations and Finance team, the Administrative Assistant is a year-round position based in Meals on Wheels’ Administrative office and reports to the Operations Manager.

The Administrative Assistant provides excellent telephone and online customer service for Meals on Wheels clients, caregivers, referral partners, and others as they enroll clients for home delivered meals. This position is the first point of contact and provides administrative office support in a team environment. This is a full-time position.

JOB DUTIES & RESPONSBILITIES:

• Answer general questions about Meals on Wheels while communicating with caregivers and recipients.
• Assist with client intake and annual assessment services in a professional, caring, and compassionate manner to caregivers, Meals on Wheels recipients, referral partners, and others for MOW eligibility.
  • Screen and address referrals
  • Process sign-ups
  • Process cancellations
  • Assist with Menu selection entries.
  • Update client files per status changes.
  • Monitor Route deliveries.
• Follow up with clients regarding missed meals, late cancellations (48hr Notice), and not-at-home. 2 separate attempts per client or until reached.
• Track Meal delivery via Mobile Meal link in Servetracker, review volunteer notes at the end of delivery time.
• Monitor Text Request & Phone for cancellations or general inquiries.
• Client retention focused, provide customer service with excellence.
• Resolve issues when possible, coordinate care with appropriate Department (Volunteer Services, Client Services, or Logistics) as needed.
• Review & process incoming faxes. 
• Provides telephone information to potential clients on meals and other agency programs. 
• Assists in projects as requested by staff such as mailings, labeling, etc.
• Accommodate third party vendors (ie. Cintas) and verify accuracy of deliveries. 
• Primary for Placing office supply orders as needed. 
• Maintain office supplies and breakroom supplies. 
• Participate in training and staff development, as related to the position.
• Primary for updating the Rooms Reservation Calendar, receiving and annotating donations, & request parking reservation for large groups. 
• Recognize the inherent dignity of each client/participant served and preserve his/her right to confidentiality and respect.
• Abide by the policies and procedures of Meals on Wheels North Central Texas Board of Trustees as implemented by the Executive Director.
• As needed, fill in as Logistics relief for home delivered meal service: driving and delivering meals, packing side food items, washing fleet vehicle, and receiving/storing weekly food deliveries. Approximate time estimate: 15-20%
• Participate on assigned team of facility cleaning.
• And other duties when needs arise.

QUALIFICATIONS:

• High school diploma or GED required, college degree preferred.
• Minimum 2 years’ experience in the area of administrative assistance, preferably in an elder care or social services setting.
• Experience working with seniors and/or people with disabilities preferred.
• Proven passion to uphold and support the mission of Meals on Wheels.
• Requires strong communication skills (oral & written).
• Detail-oriented, organized, self-motivated, and hard working with record of completing assignments.
• Kind, joyful and personable demeanor with sense of humor, collaborative style, flexibility.
• Ability to work well both independently and in conjunction with others.
• Professional yet approachable in dress and demeanor.
• Coachable and open to ongoing professional development.
• Clear communicator in written and spoken word.
• Proficient in Microsoft Office (Word, Excel, and Outlook).
• Prior experience and/or willingness to learn necessary software including ServTracker and ServTracker Mobile Meal App.
• Comfortable working with and addressing culturally and ethnically diverse staff, volunteers, senior adults and community groups.
• Bilingual in English and Spanish helpful but not required.

PHYSICAL & COGNITIVE DEMANDS

This position is generally set in a comfortable office environment, however, it may occasionally require outside of office work. It requires seeing, hearing, sitting and walking on a daily basis. It may require bending and lifting 25 pounds on an infrequent basis. Donor/client/volunteer field work may occur during or after business hours and it requires talking, writing, driving in inclement weather, walking on uneven surfaces and standing for upwards of 30 minutes straight, depending on the situation. 

ABOUT MEALS ON WHEELS NORTH CENTRAL TEXAS

Meals on Wheels North Central Texas is a community-based organization focused on helping homebound elderly and disabled persons remain independent and healthy in their homes by providing nourishing meals, a friendly visit, and a safety check. 

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.