Posted 3 weeks ago

Purpose: This position provides high-level clerical and administrative support services to the President & Chief Executive Officer (CEO) and multiple Vice Presidents of PCOA. Ensures the smooth operation of the executive office and facilitates effective communication within the organization.

Category: Regular, Full-time; Non-exempt, Hourly

Reports to: President & Chief Executive Officer

Compensation: Starting at $20.46 per hour (Dependent upon relevant education, experience, and preferred qualifications).

Major Duties & Responsibilities:
• Manages the CEO/President’s calendar, schedule appointments, and coordinate meetings.
• Provides significant support to the governance functions of the organization including the Board of Directors and its various committees and the Advisory Committee.
• Performs office tasks including maintaining records and databases, ordering supplies, and performing basic bookkeeping.
• Manages complex calendars, prioritizing appointments, commitments, and meetings.
• Researches, drafts, and prepares correspondences, memos, and reports, as needed.
• Opens, sorts, and distributes incoming mail, faxes, emails, and other correspondences.
• Prepares meeting agendas, takes/records/distributes meeting minutes, and ensures follow-up on action items.
• Handles confidential information with discretion and professionalism.
• Assists in the preparation of reports and presentations, including editing and proofreading.
• Ensures meeting spaces are prepared, and necessary materials are distributed in advance.
• Coordinates logistics for board meetings, executive team meetings, and other organizational gatherings.
• Works closely with Vice Presidents to support their administrative needs.
• Fosters a collaborative and positive work environment within the executive office.
• Attends and actively collaborates with others at all scheduled meetings and trainings.
• Builds and maintains a cooperative working relationship with others.
• Utilizes technical expertise to complete all assigned tasks with an emphasis on quality and timeliness.
• Works independently and collaboratively with others with minimal supervision.
• Ensures that work adheres to local, state, and federal governmental regulations, and other applicable rules and requirements.
• Uses virtual collaboration platforms to perform work as necessary (e.g. Zoom or Teams).
• Participates in individual and team meetings, huddles, trainings, and scheduled events.

Qualifications:
An equivalent combination of education and experience related to the position may be considered.
• A High School diploma or GED; some college or an Associate’s degree with coursework in Business Administration or a closely related field is preferred.
• At least two (2) years of experience in office administration; three (3) years is preferred.

Additional Qualifications:
• Must have reliable transportation.
• Must successfully obtain and maintain AZ Level 1 Fingerprint Clearance and Central Registry background clearance.
Knowledge, Skills, & Abilities:
• Knowledge of office administration, clerical procedures, and recordkeeping systems.
• Skill in using Microsoft Office suite with an emphasis in Word, Excel, PowerPoint, Teams, and SharePoint at an intermediate to advanced level.
• Ability to demonstrate a commitment to the vision, mission, and values of Pima Council on Aging and its family of non-profit companies.
• Ability to effectively communicate with, receive information from, and convey information to others.
• Ability to identify problems, evaluate alternatives, and implement effective solutions.
• Ability to appropriately use, protect, and preserve the confidentiality of information.
• Ability to manage time, organize work, set priorities, meet deadlines, and follow up on work assignments with minimal supervision.
• Ability to operate standard office equipment, such as fax machines, copiers, printers, and phone systems.
• Ability to professionally represent the organization and work harmoniously with diverse populations including staff, clients, and providers.

Schedule, Post of Duty, & Travel Requirements:
• 37.5 hours weekly, primarily Monday-Friday, 8:30 a.m. – 5:00 p.m.
• This position is located at the Lupu Building (8467 East Broadway, Tucson AZ 85710).
• Some remote work may be available.
• Some travel is required between PCOA locations.

PCOA offers a comprehensive benefits package, including:
• Employees working at least thirty (30) hours per week are eligible for medical, (PPO and HDHP with or without an HSA) dental, and vision benefits. Employees working at least thirty-seven and a half (37.5) hours per week are eligible for additional voluntary life and AD&D, as well as long- and short-term disability benefits.
• Regular, full-time employees receive fourteen (14) paid holidays, twenty-one (21) days of vacation, and fifteen and a half (15.5) days of sick leave. Part-time employees receive a prorated amount of time off depending on the number of hours worked.
• A bilingual pay differential is available to employees in a bilingual-eligible position upon receiving an acceptable score on a fluency examination.
• Employees are immediately eligible to contribute and are vested in a 401K plan upon hire.
• An employee wellness and employee assistance program are available to support the health and wellness of all PCOA employees and members of their households.
• In-house training and professional development opportunities are available.

About Pima Council on Aging:
Pima Council on Aging’s mission is to promote dignity and respect for aging and to advocate for independence in the lives of Pima County’s older adults and their families. We are Pima County’s leading experts on aging well, advocacy, and unbiased information for older adults and their families. Founded in 1967, PCOA was among the first aging services organizations in the nation. We are passionate about improving the experience of aging in our community.

With more than five decades of service to Pima County’s communities, we have developed an unparalleled network of service partners and programs and older adults. This allows us to continually find new ways to serve our community through direct services and partnerships. We strive to be inclusive, innovative, and integrated into the fabric of our community. The agency budget of $17M, which includes Caregiver Training Institute and Pima Care at Home (members of the PCOA family of nonprofit agencies), is comprised of national, state, and local government contracts; grants, contributions, and gifts; program fees; and special event revenues.

Our Commitment to Equal Employment Opportunity:
At Pima Council on Aging, we don’t just accept differences – their importance is one of our key values. We are committed to building a team that serves the community by representing a variety of backgrounds, perspectives, skills, and abilities. As an equal opportunity employer, we support diversity, foster equity, and are committed to creating an inclusive and accessible environment for all.

To apply for this position, please download and complete our job application using this link. Please submit your completed application along with supporting documents below, send it to hr@pcoa.org, or fax to 520-762-4773.

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