Agenda - 04-10-2007-6d - Laserfiche WebLink

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Seymour Senior Center -Office Assistant II Category of Request: Addresses a service level increase Purpose: To establish a new permanent, full-time Office Assistant II position to manage-the front desk operations of the new Seymour Senior Center. Job Functions: • Greets visitors to the Seymour Senior Center and directs them to the appropriate department and/or person. • Provides information and referrals to the public. • Registers participants utilizing the RecTrak software for Senior Center activities, including special events, classes, programs and day trips. • Assists in maintaining security of the facility, including monitoring of the security camera system and the scanning into RecTrak of all participants who enter the facility. • Trains and supervises front desk volunteers. • Collects program revenues and prepares appropriate reports. • Maintains bookkeeping and records management systems and procedures. • Performs general office duties, including answering the phone for the Senior Center and the Department on Aging, copying documents, sending and receiving facsimiles, opening and distributing mail, and filing of records. • Provides back-up support to facility operator, including setting up rooms, maintaining the facility and facility scheduling. • Provides administrative support to other divisions within the Department on Aging. Needs Addressed: • This Office Assistant II position will work 8:00 am- 5:00 pm Monday-Friday and will help to provide adequate staffing for a senior center that is more than doubling in space. The current facility is 12,000 sq ft. with 6 program rooms/areas, while the new Seymour Center is 25,000 sq. ft. with 13 program rooms/areas. The new center is scheduled to open May 1, 2007. • The following table compares the differences between the two facilities: Current Facili Se mour Center Hours of Operation: Mon-Fri S:OOam - 5:OOpm M, T, Th 6:30pm - 9:30pm Sat Occasional) O en Hours of Operation: Mon-Thur 8:OOam - 9:30pm Fri 8:OOam - 5:OOpm Sat 8:OOam - 2:00 m 12,000 S ware Feet 25,000 S uare Feet One Floor Two Floors 6 Pro ram rooms/areas 13 Pro ram rooms/areas Exercise classes in auditorium Fitness classes and basketball court LCD, VCR and moveable odium Theater and built-in audio/visual s stem Printed program schedule posted at front desk Program calendar on LCD screens at two locations • At the current facility, the front desk is staffed with volunteers who answer over 100 calls each day and respond to individuals who walk-in to request information. This position will provide improved consistent customer service with professional handling of incoming calls for multiple program divisions located at the Seymour Center. The Department projects a potential increase of the 55+ population of approximately 9,700 over the next 8 years, which will result in increased call volume and walk-ins to the Center. Page 1 of 2