What are the responsibilities and job description for the Branch Administrative Assistant, Mitch Park YMCA position at YMCA of Greater Oklahoma City?
Description
The YMCA of Greater Oklahoma City has an immediate opening for a Branch Administrative Assistant at the Mitch Park YMCA. The Administrative Assistant has functional responsibilities in the areas of accounting/bookkeeping, clerical, payroll, personnel, advisory council, scholarships, and fundraising. They will develop meaningful and sustainable relationships with members, donors and volunteers.
DUTIES AND RESPONSIBILITIES:
Accounting/Bookkeeping
- Make bank deposits daily.
- Post receipts by account daily.
- Track income using the daily cash report.
- Code all accounts receivable for payment.
- Track monthly expenses using the Association expense report.
- Prepare journal entries and/or check requests as needed.
- Resolve all issues related to returned checks and late or overdue payments.
Clerical
- Have full knowledge of all basic office procedures and equipment.
- Manage all incoming and outgoing mail and postal services to include bulk mailing and postage meter.
- Order, purchase, restock and inventory office and maintenance supplies.
- Assist Executive Director and Program Directors as requested.
Payroll
- Check time sheets for all required information.
- Audit time sheets after Program Director has completed them.
- Organize time sheets for Human Resources Department.
- Collect paychecks for distribution on payday.
Personnel
- Assist with proper documentation of new hire/rehire personnel and submit to Human Resources Department in a timely manner.
- Keep up-to-date records of vacation, sick leave and personal leave for full-time staff.
- Keep all personnel records up-to-date and securely filed.
Advisory Council
- Serve as recorder at all Council meetings and other committee meetings as requested.
- Correspond with Council regarding meetings, dates, and agendas.
- Keep accurate attendance records and contact information for all members of the Council.
- Prepare information packets and other support materials for every Council meeting.
- Plan, purchase and set up meals and supplies for every Council meeting.
Scholarships
- Review all applications for assistance, assuring that each is complete.
- Notify scholarship recipients.
- Keep up-to-date records for all recipients.
Fund Raising Campaigns
- Keep accurate and up-to-date records of contributions.
- Send monthly invoices, or as requested by donor.
- Attend all campaign meetings and other meetings as requested.
- Correspond with campaign volunteers regarding meetings and campaign updates.
- Complete weekly campaign reports and submit to the Financial Development Department.
Requirements
- Must stay current in CPR/AED/O2 and First Aid, renewed annually. (Training provided by the Y, if needed)
- Must complete all required Annual Compliance Trainings within 30 days of hire and renewed annually.
- Must be at least 21 years of age.
- Must be skilled in Microsoft Word, Excel, Publisher and PowerPoint.
- Experience in creating correspondence and various forms of documentation.
- Excellent interpersonal skills, good verbal and written skills.
- Experience in documentation for fund raising preferred.
- Team player with strong organizational and multi-tasking skills.
- Must be able to work quickly, independently and without supervision.
- Must have the ability to lift 30 pounds.
