Front Office Support

Job Title: Front Desk Office Support Staff

Department: General Administration

Reports to: Finance Coordinator

Works with: All YWCA staff, Finance Coordinator, Human Resource Coordinator, Associate Director, Director of Programs, Executive Director, clients, customers, donors, board members, maintenance, community members

Hours: Full Time 35 Hrs/Wk

Brief introduction:

Position Overview:

The Billing & Front Desk Office Support Staff plays an essential role within our administrative team by providing comprehensive support to the finance department, HR functions, and the Welcome Desk Coordinator. This position is at the heart of our organization's operations, ensuring smooth day-to-day administrative activities and delivering outstanding customer service.

Key responsibilities include assisting with billing processes, maintaining front desk operations, and collaborating on HR-related tasks. Basic computer proficiency is a must, and familiarity with finance systems is highly recommended. The ideal candidate thrives in a customer-focused environment, demonstrates excellent communication skills, and contributes to an organized and welcoming atmosphere.

Responsibilities:

• Welcome visitors and clients, ensuring a positive first impression of the organization
• Monitors front door access with each client who walks in the building
• Directs visitors to the appropriate person and office
• Answer, screen, and forward incoming calls
• Schedule appointments, meetings and maintain an organized calendar
• Manages Lake Lodge Appointments and Payments
• Assists with the preparation of meeting spaces and necessary materials
• Handles queries and provides detailed information about our departments and services
• Maintain a clean and organized reception area
• Stock Supplies
• Support administration, Office Manager, ECE, Finance Department, ASP with various tasks, including document preparation, SCR, and filing
• Input Data into software, including Procare and Kinderconnect
• Ensure reception is tidy and presentable
• Attends and assists with fundraising events and professional development events.
• Receive, sort, and distribute daily mail
• Perform other clerical duties such as filing, photocopying, scanning, and faxing
• Manages Lake Lodge Calendar, Meeting space reservations
• Maintains communication with Executive Director and Associate Director
• Works well independently and with direction.
• Works well as a team member
• Help train new front office staff and volunteers
• Uphold confidentiality and security protocols at all time
• Maintains a communication calendar that communicates staff out of office, holidays, and important events.
• Assists in mailing and assembling mail packets

Skills Needed:

• Proficient in organization, professionalism, multi-tasking, and confidentiality
• Excellent oral and written communication skills
• A proactive approach in problem solving
• Ability to multi-task and set priorities
• Reliable, dependable and punctual
• Customer Care expertise

Standards of Employment:

• Incorporate YWCA Mission into all aspects of position
• Represent the YWCA in a professional manner at all times
• Adherence to confidentiality policy and code of ethics, avoiding gossip, at all times
• Adherence to all policies regarding personal conduct as listed in the Personnel Policy Handbook.
• Participates in fundraising events throughout the year organization wide

Minimum Qualifications:

• High School Diploma or Equivalent
• Proven work experience as receptionist, front office representative or similar role
• Proficiency in google docs, google excel, microsoft office.
• Hands on experience with office equipment (fax, printer, copier)
• Professional attitude and experience
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multi-tasking and time management skills with ability to prioritize tasks
• Great customer service skills
• Able to transport self to YWCA location

What sets you Apart?

• Customer Service Experience
• Bilingual skills/American Sign Language skills
• Bachelor’s degree in any field
• Networking experience
• Fundraising experience

It goes beyond a job—it's a purpose, a heartfelt mission, and a commitment to serving the community. It's about empowering those in the community and creating a lasting, positive impact.YWCA Jamestown is an inclusive workplace for people of all backgrounds and walks of life. We strongly encourage applications from people of all races, religions, national origins, genders, sexual orientations, gender identities, gender expressions, and ages, as well as veterans and individuals with disabilities.

Some candidates may see the job requirements and feel discouraged because they don’t match every instance – we suggest they apply anyway. If you believe this is a role that you’ll be excited to work in every day, want to be a part of our culture and great organization, and will be relentless about social justice and equity, please apply.

YWCA Jamestown is an Equal Employment Opportunity Employer and will not discriminate against an applicant or employee on the basis of race, color, religion, sex (including pregnancy), national origin, age, disability, sexual orientation, gender identity and gender expression, genetic information, marital status, status as a covered veteran, or any other legally recognized protected basis under federal, state, or local laws, regulations, or ordinances. Further, the YWCA will provide reasonable accommodations to the known disabilities of applicants and employees.

Job Type: Full-time

Pay: $15.75 - $16.25 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Accounts receivable: 1 year (Preferred)
• Front desk: 1 year (Required)

Shift availability:

• Day Shift (Preferred)

Ability to Commute:

• Jamestown, NY 14701 (Required)

Ability to Relocate:

• Jamestown, NY 14701: Relocate before starting work (Required)

Work Location: In person

Salary : $16 - $16