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

• Values - Accepts and demonstrates the Y’s mission, vision, and values.
• Community - Demonstrates a desire to serve others and fulfill community needs.
• Volunteerism - Recruits volunteers and builds effective, supportive working relationships with them.
• Philanthropy - Supports fund-raising.

Collaboration

• Inclusion - Works effectively with people of different backgrounds, abilities, opinions, and perceptions.
• Relationships - Builds rapport and relates well to others.
• Influence - Seeks first to understand the other person’s point of view and remains calm in challenging situations.
• Communication – Listens for understanding and meaning; speaks and writes effectively.
• Developing Others - Takes initiative to assist in developing others.

Operational Effectiveness

• Decision Making - Makes sound judgments, and transfers learning from one situation to another.
• Innovation – new approaches and discovers ideas to create a better member experience.
• Project Management - Embraces Establishes goals, clarifies tasks, plans work and actively participates in meetings.
• Finance - Follows budgeting policies and procedures and reports all financial irregularities immediately.
• Quality Results - Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth

• Self Development - Pursues self-development that enhances job performance.
• Change Capacity - Demonstrates an openness to change and seeks opportunities in the change process.
• Emotional Maturity - Accurately assesses personal feelings, strengths, and limitations and how they impact relationships.
• Functional Expertise - Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Qualifications

• High School Diploma or GED required.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong problem-solving skills and self-motivation.
• Exceptional attention to detail and organizational skills.
• Ability to handle confidential matters with discretion.
• Must obtain certifications in New Employee Orientation, Child Abuse Prevention, CPR, First Aid, and AED within 30 days of employment.

Experience

• Minimum age: 18 years old.
• At least six months of relevant experience preferred.

Physical Demands

• Ability to sit or stand for extended periods.
• Ability to bend, reach, lift up to 50 pounds, climb, balance, stoop, kneel, crouch, or crawl.
• Ability to use hands for typing, handling office tools, and other tasks.