Association Office Assistant / MSO Liaison

YMCA of Muncie

Position Description

Job Title : Association Office Assistant / MSO Liaison

FLSA Status : Full-time, Hourly

Reports to : Chief Financial Officer (CFO)

Our Mission

To put Christian principles into practice through programs that build a healthy spirit, mind, and body for all.

Our Vision

To strengthen the foundations of our community through youth development, healthy living, and social responsibility.

Our Values

Caring | Honesty | Respect | Responsibility

Position Summary

The Association Office Assistant / MSO Liaison supports the YMCA of Muncie's mission by managing membership and annual campaign databases while performing essential office and accounting tasks. This role serves as a liaison between local operations and MSO, ensuring effective communication and accurate financial documentation.

Essential Functions

• Reconcile, prepare, and process daily activity / cash reports, including daily bank deposits.
• Serve as a liaison with MSO for local accounting duties, including communication with staff, vendors, and branches on accounts payable / receivable issues.
• Review and follow up on returned checks and bank draft transactions.
• Manage incoming and outgoing mail, including maintaining the mail machine and processing monthly reconciliation reports.
• Support ongoing efforts to transition to a paperless office by assisting with digitization initiatives.
• Create and manage spreadsheets and other documents using Microsoft Office.
• Manage the research and distribute office supplies on an ongoing basis.
• Maintain and process purchase orders and invoices, ensuring proper documentation, GL coding, and approval before payment.
• Maintain updated W-9 forms for vendors.
• Audit credit card transactions for appropriate documentation, GL coding, and approval before processing.
• Match invoices with payment checks.
• Reconcile vendor statements, research discrepancies, and resolve issues.
• Respond to vendor inquiries promptly and professionally.
• Maintain accurate and organized financial records in accordance with YMCA policies and accounting best practices.
• Provide excellent customer service in person, by phone, fax, and email.
• Proactively identify and resolve issues.
• Communicate concerns, suggestions, or improvements to the supervisor.
• Adhere to the YMCA Employee Handbook guidelines.
• Attend required staff meetings and trainings.
• Perform other duties as assigned by the CFO or CEO.
• Provide administrative support to YMCA Directors as needed.

YMCA Competencies (Leader)

Mission Advancement

Collaboration

Operational Effectiveness

Personal Growth

Qualifications

Experience

Physical Demands