Receptionist/Administrative Assistant

Department:      Operations 

Reports to:        Director of Maintenance  

Salary:               $19 per hour 

Schedule:          Part time, 37.5 hours bi-weekly; alternating schedule; Tuesday and Wednesday required; 9am to 5pm  

FLSA Status:     Non-Exempt

The YWCA of Western MA is dedicated to eliminating racism and empowering survivors. The YW provides a safe place for survivors of domestic violence, sexual assault, and human trafficking. Our programs and services include crisis shelter and transitional housing for survivors and their families, counseling, SAFEPLAN court advocacy, community education, and supervised visitation. The YWCA provides services at several sites, including Holyoke, Northampton, Westfield, and our primary Springfield campus. 

Expectations of all Employees:

In the performance of essential and general job responsibilities, all YWCA employees are expected to:

• Demonstrate commitment to the YW’s mission and principles of trauma-informed work.
• Represent the YW in a professional and competent manner to participants, community members, organizational partners, and other stakeholders. 
• Support policies, practices, and decisions that demonstrate our shared accountability for racial equity.
• Communicate openly and contribute to the development of others.
• Coordinate efforts across teams, programs, and partner organizations.
• Maintain professional behavior and strict confidentiality. 

Position Purpose

The Administrative Assistant/Receptionist serves as the first point of agency representation to prospective clients, guests, and other community stakeholders. This position serves as an additional source of administrative support to the Executive Director while working closely with Operations and Programs to support the day-to-day coordination of administrative tasks.  

Duties and Responsibilities:

• Open and close the administrative offices of the YW’s Springfield campus.
• Greet visitors and clients.
• Transfer all incoming calls and faxes to the appropriate person/program.
• Ensure client access to program brochures and other agency communications as appropriate.
• Perform clerical duties in support of the agency’s copying, collating, and meeting room scheduling and set-up needs.
• Assist with the receipt, storage, and distribution of in-kind donations.
• Prepare outgoing and distribute incoming mail.
• Ensure adequate supplies for the front office, boardroom, and office equipment (e.g., copiers, postage meters).
• Arrange for the annual postage meter inspection.
• Maintain appearance of front desk and lobby.
• Draft and/or update administrative standard operating procedures.
• Provide project support to Operations & Programs as requested.
• Perform other relevant duties as requested.

Qualifications:

• Associate’s degree or equivalent work experience with a minimum of 2 years of professional experience;
• Excellent interpersonal, communication, computer, and organizational skills;
• Excellent computer skills, including experience with Microsoft Office programs;
• Bilingual language proficiency required (Spanish and English);
• Strong empathy and interpersonal skills;
• Exhibit positive energy, sound judgment, ability to work independently and as part of a team, and be able to work effectively with program staff, leadership, and clients;
• Must be detail-oriented with ability to develop and adhere to project plans, meet deadlines and achieve objectives;
• Must have access to reliable transportation, have a safe driving record, and be able to travel throughout Hampden County; and
• Ability to lift up to 40 pounds.

EEO STATEMENT

It is the policy of YWCA of Western Massachusetts to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or maternity, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the YWCA will provide reasonable accommodations for qualified individuals with disabilities.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

AT-WILL EMPLOYMENT

The YWCA is an “at-will” equal opportunity employer. While the YWCA will continue to operate with care regarding employment decisions, the YWCA and its employees may terminate the employment relationship at any time and for any reason, with or without cause, and without advance notice. Exceptions include select, non-exempt positions.

CRIMINAL BACKGROUND CHECKS

The YWCA, in our effort to provide safety to those we serve, and to protect our agency, performs criminal offender record information (CORI) checks on all prospective employees. Final offers of employment are contingent upon receipt of an acceptable CORI report as solely determined by the YWCA.

INTRODUCTORY PERIOD

All employment at the YWCA begins with a 150-day Introductory Period.

Salary : $19