Administrative Assistant - Centennial Hills

Description

POSITION SUMMARY: 

The administrative assistant is responsible for assisting the branch executive in the overall success of the day to day branch operations. This position is primarily concerned with ensuring quality membership, business practices, following of Y procedures, building of positive long-term relationships with member and employees. This position is viewed as a resource to the total branch and as an individual strives to meet the YMCA‘s mission and goal.  

OUR CULTURE:   
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. 

ESSENTIAL FUNCTIONS: 

1. Performs all correspondence; messaging, scheduling appointments, writing letters and helping with research projects.  
2. Coordinates the financial assistance programs to include YFA, CCA, DRC and any other third-party membership subsidies. Schedules, meets, and tracks member engagement appointments for the financial assistance members. 
3. Coordinates and attends staff meetings; documents meeting minutes. 
4. Schedules and coordinates room rentals and birthday parties, ensuring all required documents and payments are collected. Follows policy and agreements.  
5. Ensures daily deposit and cash flow are completed within proper time frame.  Reviews all PO’s, refunds and cancellations for completeness and accuracy. 
6. Develops a positive work relationship with other staff. Assists professional staff in performing miscellaneous clerical projects approved by executive director.  
7. Works as Manager-On-Duty when as assigned by branch executive. 
8. Assists the branch executive with the temporary supervision of any programs during the absence of the program coordinator, manager, and/or director.  
9. Assists with processing of payroll and new-hire paperwork as needed/directed by branch executives/directors. 
10. Develop positive relationships with business partners and corporate membership partners. Maintains record and tracks membership status.  
11. Conducts close observation and makes recommendations to the branch executive regarding more effective and more organized handling of specific administrative operations within the branch. 
12. Performs all other duties as assigned.  

ABUSE RISK MANAGEMENT FUNCTIONS: 

1. Follows employees and volunteers screening requirements and use screening instruments to screen for abuse risk. 
2. Provides employees and volunteers with on-going supervision and training related to abuse risk. 
3. Provides employees and volunteers with regular feedback regarding their boundaries with youth. 
4. Requires employees and volunteers to adhere to policies and procedures related to abuse Responds quickly to policy and procedure violations using the organization’s progressive disciplinary procedures. 
5. Responds seriously and confidentially to reports of suspicious and inappropriate behaviors. 
6. Follows mandated reporting requirements. 
7. Communicates to all employees and volunteers the organization’s commitment to protect their consumers from abuse. 
8. Reports essential abuse risk management information to their supervisor, executive director, or human resources. 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE:  High School diploma plus 2 years college or one to two years’ related experience and /or training; or equivalent combination of education and experience.  

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to skillfully prepare statistical and written reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. 

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume, Ability to apply concepts of basic algebra and geometry.  

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.  Analytical thinker, ability to prioritize work and develop processes that monitor progress on assigned tasks.  

OTHER SKILLS and ABILITIES: 

• Work with confidential material, must be very organized, and exude an image that reflects well on the YMCA. 
• Must be able to type 60 WPM, operate a photocopier, fax machine, 10 –key calculator. 
• Effective telephone and customer service skills. 
• General PC proficiency, strong operating knowledge of Microsoft Word, Excel, Power Point, Publisher.
• Ability to create spreadsheets composes email, manage Daxko files, create professional documents and occasionally handle travel arrangements. 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• While performing the duties of this job, the employee is regularly required to reach with hands and arms.  The employee frequently is required to sit and use hands to finger, handle, or feel objects, tools, or controls.  The employee is occasionally required to walk; stoop, kneel, crouch, or crawl; and talk or hear.  
• Specific vision abilities required by this job include close vision. 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• The noise level in work environment is usually moderate.  

END RESULT: 

1. Provide timely and accurate delivery of assignments to support the administration of the association.  
2. Impact the overall effectiveness of the association’s implementation of the YMCA mission.  
3. A highly effective, professional relationship with staff and members.  

This job description is not intended to be all-inclusive.  It is understood that the employee will also perform other business related duties. Job descriptions are reviewed periodically and may be revised if deemed necessary.  This job description is not a written or implied contract.  

All new full-time employees will be hired as introductory employees for a period of 90 days. During this period, every effort will be made by the supervisors to orient the employee to his/her job in the organization.  By the end of this period, the employee’s work record and general adaptability to the Association’s working conditions will be reviewed by the immediate supervisor.   

Salary : $17 - $19