What are the responsibilities and job description for the Executive Administrative Assistant/Finance position at YMCA of the Roses?
EXECUTIVE ADMINISTRATIVE ASSISTANT/FINANCE
Definition
This is general office clerical work with an emphasis on properly directing incoming phone calls and office visitors, maintaining accounting records necessary for the center to properly pay bills and keep track of the expenditures of the budgeted funds, and provides secretarial support to the executive director. Work requires balancing accounts using a computerized record keeping system and preparing status reports for board meetings. Most work is preformed independently within established policies and procedures. Projects and reports are reviewed in process by the Executive Director.
Duties
An employee in this position maybe e called upon to do any of the following essential functions. These examples do not include all of the duties which an employee may be expected to perform. To perform this job successfully, and individual must be able to perform each essential function satisfactory.
- Receives invoices and prepares for payment by confirming that billed material or service has been received.
- Checks to assure invoices are charged to correct accounts.
- Prepares weekly payroll and performs other financial responsibilities.
- Accepts applications, payments and documents from the public and assist callers and visitors to the office by answering questions and directing the inquires to the proper person.
- Assist with class records such as customer files, billing, collecting payments and processing delinquent accounts.
- Type's documents such as letters, memos, invoices, records, and reports as required for the Executive Director.
- Create news ads, flyers and marketing pieces as needed.
- Uses a computer program to compile and tabulate data.
- Establishes and maintains various files and records as necessary for center business.
- Answers questions from the public on various center programs and services.
- Accepts payments in office for various center fees and services.
- File weekly, monthly and quarterly taxes
- Prepare annual budget with Executive Director
- Attends meeting if requested
- Prepare specific financial reports for the board treasurer
- Performs other duties as required by the Executive Director.
- Handles all unemployment claims
- Assist with planning and creating quarterly newsletter
- Ordering specific office supplies
- Collections for Childcare Department
- Prepare and schedule building/park rentals
- Completing monthly bank statement and credit card reports
- Updating accounts with renewals and subscriptions
- Help with all Special Events throughout the year
Required Knowledge, Skills and Abilities
- Knowledge of English grammar, punctuation, and spelling.
- Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships.
- Knowledge of the types, organization, and use of standard office files, long forms and letter format.
- Ability to proofread information
- Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed, organized format.
- Ability to learn the operation of specialized office machines utilizing a typewriter keyboard.
- Ability to perform basic arithmetic calculations
- Knowledge of bookkeeping principles and practices.
- Detailed knowledge of current versions of Microsoft Word, Excel and QuickBooks
Minimum Experience and Training
- One year experience in general clerical or secretarial work
- 1 year minimum of accounting experience
- CPR/First Aid/AED Certification
Minimum of 2 years
