Under the direction of the Executive Director, the Business Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the administrative office and will support business functions of the Andover/North Andover branch. The Business Admin Assistant will develop expertise related to member management software (currently Daxko Operations), The Administrative Assistant will support the Executive Director and ANA leadership team, help champion a culture of service excellence, and advocate the mission and values of the YMCA each day.

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you. All employees are mandated reporters and will adhere to the requirements outlined in the Child Abuse Prevention Policy and Procedures. Per our commitment to a safe environment and youth protection, you must attend required CAP and Safety/Risk Management Trainings each year.

Support branch-related tasks of the Business Office: on a regular day you will support collection of outstanding accounts receivable balances from existing members and program participants, serve our members and communities by seeking ways to re-engage those who have fallen behind, process and post customer payments to open invoices, resolve billing problems, maintain employee personnel records, process onboarding documents, handle check requisitions for the ED or Asst ED, and be responsible for administrative membership quality control including double checking data entry and filing.

DAILY work to include:

• • Review trial memberships and merge duplicated if needed
  • Conduct Sales & Renewal Auditing: data entry standards; merge duplicates if needed; appropriate discount/billing method
  • Process Holds/Cancellation Processing
  • Access Denied Reporting
  • Personal Training Billing

Weekly work to include:

• Nationwide Reciprocity Waiver Uploads
• Accounts Receivable Follow Up: card updater for rescheduled billing; invoicing; calls; write offs as directed by finance office
• Credit/Refund Processing
• Discount Group Approvals: determine if valid info is on file for appropriate discount
• Financial Assistance Processing
• Membership Change Tracking: adjust program pricing to reflect membership type
• Monitor Duplicate Report (bi-weekly): merge where appropriate
• Unscheduled Balances Report: schedule as appropriate; follow up with participants with no billing method
• Redemption of Personal Training Sessions

Monthly work to include:

• Expiring Discount Groups (Non-Financial Assistance): communicate w/member to verify renewal of discount group
• Financial Assistance Renewal Notification: email 1 month prior to exp. date; mail out forms to those who havent replied 2 weeks prior to exp. date; follow up call 1 week out
• Age Notification Report: notify member of pending change; alerts for upgrade-signed draft form needed; downgrades done on date of change
• Petty Cash: balance all 3 petty cashes
• Complete Pre-Calculate: review all invoice billings; review all future terminations; review next process dates
• Personal Training Billing: charge manual billings on appropriate dates
• Nation Wide Reciprocity Usage Reporting: follow up with Home YMCA for those over using ANA Y; alert desk staff to those members
• Promotional Reporting: Export Participants to current promo (prior to discount group expires); Track previous promos for retention
• Synchro & Hurricanes Draft-Monthly: follow up for payment on declined payments
• Non-Association 3rd Party Billing & Payment Processing-Monthly: GLCAC- WIC; LGH-Rent & Pool Rental; Merrimack College; SLI; Fidelity House

As Needed: promo set up; reporting for philanthropy; order supplies for branch; filing of membership/program paperwork to storage; annual audit; bank drafts.

Provide administrative support to the Executive Director: complete activities and duties as assigned that advance our strategic goals, ensure member satisfaction and engagement, resolve arising issues and concerns, and/or address the ongoing health and well-being of our staff and members, including:

• Preparing reports and presentations, filing, record minutes, manage room assignments, assisting with projects, and distributing incoming fax and mail
• Assisting Executive Director with communications - phone calls, emails, and in- person inquiries.
• Following up on contacts made by the Executive Director and supporting the cultivation of ongoing relationships
• Managing Executive Director and Associate Executive Directors calendars, credit cards, expense reports
• Purchasing and maintain supply inventory, distribute office supplies as needed, and manage postage machine
• Scheduling, communication, and assistance for birthday parties; may include scheduling of staff and organizing of events and materials.
• Maintaining discretion and confidentiality in all matters.