PRIMARY PURPOSE:

Working in coordination with the IT Director, Service Center Supervisor, Metro Accounting and Branches, this position is responsible for assisting in the centralization of association administrative functions and any ongoing processes to maintain accurate and up to date records. Primary focus will be, but not limited to childcare programs (A , Before/After School). Working in collaboration with the Service Center Team to provide information, process enrollment forms, payments and collections. Insures that children are properly registered and rosters are current and accurate. Compiles and submits information for State A billings.

ESSENTIAL DUTIES/FUNCTIONS:

• Works with the IT Director to maximize efficiencies within the required parameters of the DOE and the YMCA of Honolulu
• Works with the Service Center Supervisor to assist in the ongoing maintenance of association administrative records.
• Supports the mission of the Association and reflected in the relationship with parents and co-workers.
• Develops and maintains positive relationships with customers, staff, volunteers and the community.
• Answers incoming calls, provides prompt quality customer service in a friendly, timely and professional manner.
• Wears required name tag, is neat, clean and professional in appearance in accordance with required dress code.
• Exemplifies the YMCA’s core values of caring, respect, responsibility, and honesty.
• Provides necessary program information (verbal, printed copy) via mail, email or over the phone.
• Data entry of participant information/enrollment registration form(s) into Association computer system.
• Prints/distributes program rosters, dismissal logs, and other reports related to program operations.
• Develops and/or maintain a system for timely billing and collection of program fees.
• Monitors and collects account receivables.
• Works with the IT Director to develop, maintain, and improve online forms including school year A registration forms.
• Works with the IT Director to develop and maintain efficient, secure and accessible digital file systems for participant registrations and other related documents.
• Works with the Program Execs to ensure program needs are being met and improve communication with parents.

PERIODIC DUTIES:

• Attends Association meetings or trainings as required
• Attends regular staff meetings

OTHER DUTIES:

• Performs other duties as assigned

WORKING CONDITIONS:

• Works under regular office and/or program facility conditions (occasionally visits A school site and provide registration assistance to parents).

Equipment Use:

• Frequent use of phone, computer, fax, copier, and other general office equipment
• Other equipment as assigned

Work Hours:

• Monday-Friday
• 8:00a.m. to 5:00p.m. (1 hour lunch break)

MENTAL DEMANDS:

• Ability to apply instructional knowledge to operate equipment in proper and safe manner
• Requires alertness, attention to detail, accuracy and concentration
• Ability to recognize an emergency situation and respond appropriately

PHYSICAL DEMANDS:

• Frequent sitting, standing, and walking for extended periods of time
• Occasional push/pull/carry/lift up to 25 lbs.
• Ability to respond to emergency situations (evacuation of participants, use of fire extinguisher, etc.)
• Frequent use of computer keyboard, mouse and monitor

COMMUNICATION DEMANDS:

• Frequent interaction with co-workers and members
• Reads, writes, and comprehends instructions
• Effective verbal communications to provide program information over the phone and in person

QUALIFICATION REQUIREMENTS:

Skills/Knowledge:

• Awareness of personal safety and safety of those around you are a must
• Customer service oriented

Education/Training:

• High School Graduate or GED
• College level computer courses or certification preferred but not required
• Able to be CPR/First Aid trained
• TB clearance required

Experience:

• Experience in customer service preferred
• Experience using Microsoft Word, Excel, and Publisher preferred