Staff Assistant

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STAFF ASSISTANT

Hiring Range: $48,882.49 to $51,207.00

Definition

The Staff Assistant supports the development, coordination, and administration of programs, services, and events at the Weymouth Senior Center. This multi‑faceted role combines administrative, operational, financial, and customer service responsibilities in a fast‑paced environment.

The incumbent plays a pivotal role in ensuring smooth day‑to‑day center operations and in sustaining quality programs for older adults. The ideal candidate must be passionate about providing the best services to our senior residents and have a desire to, not only contribute to the Senior Center team, but truly impact the quality of life of our Elder population.

Supervision

Works under the direction of the Director of Elder Services acting as the liaison between the Director, staff, program instructors, participants, paid vendors, receptionists as well as activity check in volunteers. Works collaboratively with activities, transportation, and outreach divisions to coordinate logistics and arrangements for our calendar of events. Generally, establishes own work plan and completes work in accordance with established department policies and standards.

Job Environment

Must be able to work in a fast paced, very busy environment which is often noisy with constant customer service interruptions. Must be able to adapt and change daily routines based upon the needs and wants of the senior population we serve. Evening and weekend work is required several times a year and with advanced notice.

Makes frequent contacts with the town's elderly population, volunteers, and others serving the elderly. Contact is in person, by telephone, and in writing. Errors in judgment could result in hardship to the town's elderly and in lower standards of service to the community; errors could also result in a breach of trust with clients. Operates computer, telephone and standard office machines; operates an automobile and a van.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Program / Event Administration & Support

Assists Senior Center Director in executing center programs, classes, workshops, and special events. Manage room scheduling, equipment logistics, and resource allocation for events. Prepare materials, supplies, signage, and promotional collateral (flyers, newsletters, social media posts). Support publicity and outreach efforts (coordinate mailings, distribute flyers, manage contact lists). Track participant attendance and engagement, and monitor program metrics. Point person for newsletter content collection.

Participant Services & Registration

Serve as primary point of contact for program participants, handling inquiries (in person, phone, email) in a courteous, professional manner. Oversee registration processes: accept and process applications, payments, waivers, and confirms participant enrollment. Perform data entry and maintenance in MySeniorCenter software: create/maintain member records, activity registrations, attendance logs, and generate reports. Resolve registration issues, waitlists, cancellations, transfers, and refunds.

Financial & Budget Support

Assist in budget monitoring: track revenues (program fees, donations), expenses, and variances. Prepare purchase requests, process invoices, check bills, and follow up on payments. Reconcile program-related expenses and submit documentation for reimbursement or audit. Process and document donations, memorial gifts, and sponsorship funds. Prepares various types correspondence including thank you cards. Support grant and contract preparation, including maintaining budget worksheets, gathering data, and compiling supporting documentation. Scan and file historical funding documents.

Contracts, Grants & Reporting

Assist in data collection needed to drafting contracts, service agreements, MOUs, and vendor agreements under guidance from senior staff or legal. Support grant applications: coordinate required attachments, collect departmental inputs, prepare narratives as needed. Maintain records of grants and contracts (deadlines, deliverables, compliance reporting). Generate reports, metrics, and documentation required by funding sources, municipalities, or oversight bodies.

Administrative & Operational Support

Provide administrative support: manage files, correspondence, meeting coordination, and documentation. Maintain office systems, supply inventories, and order necessary program materials. Assist in payroll preparation or timesheet collection (for program staff, instructors, part‑time or contract workers). Monitor and enforce data integrity, confidentiality, and privacy (especially relating to participant records). Serve as back-up at front desk or reception; greet visitors, answer questions, direct calls. Coordinate with custodial, facilities, IT, and other town departments for maintenance, room setup, and equipment needs.

Other Duties

Participate in staff meetings, training, and professional development. Fill in for staff or volunteers as needed (e.g. during lunch programs, classes, or event support). Undertake special projects as assigned by senior management

Recommended Minimum Qualifications

Education & Experience

Associate’s or Bachelor’s degree preferred (ideally in planning, business, public administration, or related field). Prior experience (1–3+ years) in program or office administration, or senior services preferred. Experience with financial tracking, data entry, or software systems mandatory.

Special Requirements

Valid motor vehicle operator’s license, certifications in First Aid, C.P.R., and Defibrillation preferred but will train. Maintains confidentiality when dealing with customers, their families and records, demonstrating knowledge of rights and concerns for the welfare of all participants and volunteers at the center. Candidate should have compassion for the elderly and the ability to interact with the elderly in an empathetic, compassionate, and sensitive manner.

Technical & Computer Skills

Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience using Google Docs desired. Experience with database systems, membership or program registration software (knowledge of MySeniorCenter is a plus but willing to train). Strong numerical skills and comfort with basic budgeting, accounting, and reconciliation. Capability to learn new software tools and reporting systems.

Core Competencies

Excellent interpersonal, verbal, and written communication skills. High degree of organization and attention to detail. Ability to multitask, manage shifting priorities, and work in a fast‑paced environment. Strong customer service orientation and patience with older adult populations. Discretion, professionalism, and respect for confidentiality. Problem-solving mindset; ability to identify gaps and suggest process improvements. Team-oriented and collaborative approach. Flexibility to work occasional evenings or weekends as needed.

Physical / Other Requirements

Ability to move supplies and program equipment and supplies up to 50lbs. (e.g. tables, chairs, boxes) as needed. Capability to sit for extended computer work, as well as mobility for program logistics. Valid driver’s license required.

Job Type: Full-time

Pay: $48,882.49 - $60,248.19 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person