Office Support III (Berks Area Agency on Aging)

• The Starting Rate for this position is $23.22 per hour
• 35 hours per week

POSITION SUMMARY:

Performs a wide range of advanced administrative and correspondence-related duties that support the efficient operation of the department. Work requires independent judgment, strong organizational skills, and meticulous attention to detail. The position operates with considerable autonomy while providing ongoing updates and coordination with the Office Manager to ensure alignment with departmental priorities.

Duties involve the proficient use of a variety of office equipment and technology, including computers, printers, copiers, fax machines, calculators, and related software applications. The role requires the ability to navigate multiple systems, work as part of a team, and ensure the accuracy and integrity of all data and documentation produced.

A thorough working knowledge of applicable laws, regulations, departmental functions, programs, policies, and procedures is essential. The employee must interpret and apply these guidelines when preparing documents, responding to inquiries, processing information, and carrying out administrative tasks. The position may also involve coordinating communication between internal staff, external agencies, and the public, requiring professionalism, discretion, and the ability to convey information clearly and accurately.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Develops a working knowledge of departmental processes, workflow procedures, and standards to ensure tasks are completed accurately and in accordance with established guidelines.
• Demonstrates the ability to work independently with prioritizing tasks effectively to meet required deadlines and support the timely completion of departmental responsibilities.
• Demonstrates the ability to prioritize tasks effectively to meet required deadlines and support the timely completion of departmental responsibilities.
• Assists with day-to-day operations to ensure accurate recordkeeping, efficient workflow, and consistent support across the department.
• Develops independent proficiency in several statewide database systems to ensure data integrity, management of data input, and runs analysis reports.
• Performs data entry in the statewide database, including entering service orders and service delivery information.  Processes and reviews records to ensure accuracy, completeness, and compliance with established standards.
• Provides routine support to the front desk by answering incoming calls, screening callers, and assisting consumers who approach the reception area. Records accurate messages, identifies calls requiring immediate attention, and ensures timely communication with appropriate staff. 
• Sorts incoming mail into the mail cart for daily distribution and delivers mail throughout the department.
• Performs faxing, filing, and routine administrative tasks accurately and in a timely manner.
• Performs other duties as assigned to support departmental operations and ensure the efficient completion of agency needs.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or G.E. D. certification from a recognized issuing agency.
• Six months as a Clerk Typist II, OR;
• One year of progressively complex clerical typing experience, OR;
• Six months of moderately complex clerical typing work and completion of a post-high-school business curriculum, OR; 
• Any equivalent experience and/or training that provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of general office practices and business English.
• Computer literacy, including but not limited to Microsoft Outlook, Word, and Excel applications.
• Working knowledge of standard office procedures, practices, conduct, and 
• actions necessary in maintaining harmonious working relationships. 
• Ability to make independent determinations on the best possible resolution to processing problems.
• Ability to type at a minimum speed rate of 47 words per minute with 85% 
• accuracy.
• Ability to understand and carry out oral and written instructions. 
• Ability to organize work in a manner that ensures smooth processing and accomplishment of priority items on schedule.
• Ability to communicate effectively orally and in writing.
• Ability to handle multiple tasks simultaneously in a busy, fast-paced office with a high volume of detailed work. 
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms.  Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 10 pounds a distance of 15 feet or less.

WORKING ENVIRONMENT:

Normal office environment

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position, and may be changed where appropriate.