YMCA Of San Francisco - Youth Service Bureaus

Job Title: Administrative Assistant

Reports To: Associate Director of Operations

Status: Non-Exempt, Full Time

Salary Range: $24-25/hr

Start Date: March 1, 2023

POSITION SUMMARY

Under the supervision of the Associate Director of Operations, the administrative assistant will assist Youth Service Bureaus staff and be responsible for providing attentive and empathic services to our community members experiencing various hardships impacting their livelihoods when needed. Daily work duties include data collection and entry, data organization, correspondence, communicating with clients (primarily via phone/email) regarding updates and/or scheduling appointments, answering phones and messages, maintaining organization within the office space, and preparing materials for events, clients, and staff. These services among others are provided in person across 2-3 different sites.

This position requires the ability to prioritize, learn quickly, problem-solve, work in a fast-paced and busy environment, organization, and work well in a team. Many of our clients are experiencing very difficult hardships, especially those impacted by COVID-19, administrative assistants must assist with a trauma-informed and client-centered approach even if the majority of their duties are not directly with clients. Because this organization is providing services during a uniquely difficult time for the community and the team, it is necessary to practice self-care and stress management.

MINIMUM QUALIFICATIONS

• Ability to work collaboratively with a multi-disciplinary team.
• Knowledge of legal and ethical standards of practice, including child abuse reporting laws (will be trained upon being hired).
• Highly proficient in Microsoft Office Applications such as Excel, Word & Outlook, as well as, Adobe Pro.

Required

Availability - Mon-Fri 9am to 5pm, with the possibility of 12pm-8pm a few days

Related Experience - 2-3 years admin experience in the social services or related field

Language Skills - English

Specialized Skills - Attention to detail, time management and organization

Licenses & Certifications - CA Drivers License

CPR (trainings provided through the YMCA)

Preferred

Age - 22

Education - Bachelor’s Degree or higher

Related Experience - 3 years admin experience in the social services or related field, case management experience, mental health services experience

Language Skills - English, Spanish, Cantonese, Mandarin, Tagalog speaking

WORK ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

• You must have the physical, visual, and auditory ability to perform the essential functions of the job with or without reasonable accommodations.
• All employees working with the YMCA are considered to have supervisory or disciplinary action relationship over minors. Fingerprints will be taken upon commencement of employment and will be submitted to the Association Office human resources department prior to beginning the first day of work.
• This position may require sitting for periods of 1 hour or more periodically. It may also require carrying and moving supplies, equipment or other items up to 25 lbs.
• Everyone will be asked to abide by the following protocols to ensure the YMCA is clean and sanitary by: Promoting social distancing, Proper Personal Protection Equipment (PPE) use, Proper handwashing per the most recent guidelines from CDC, State, County and City, Perform a daily health check and report clear health or any illness and symptoms to your supervisor, Complete the Covid-19 “Return to Work” on-line training if returning to work post COVID-19

ESSENTIAL FUNCTIONS

• YMCA- Wide Universal Job Functions:
• Frequently wash hands for 20 seconds minimum with water and soap
• Complete all mandatory LawRoom safety training and Y-USA e-Learning before the first shift in the facility
• Attend staff meetings and trainings as required.
• All other duties as assigned by your supervisor.
• Uphold YMCA policies for safety, supervision, mandated reporting and risk management.
• Demonstrate the Character Counts values of caring, respect, honesty and responsibility in all dealings with members, guests, volunteers and fellow staff.
• Demonstrate competencies in and willingness to develop in the Cause Driven Leadership areas of mission advancement, collaboration, operational effectiveness and personal growth.
• Job-Specific Functions:
• Friendly and professional engagement with community members.
• Communicate effectively with the YSB (Youth Service Bureaus) and CRC (Community Resource Center) teams, as well as community members and clients utilizing emails, Microsoft teams and other communication applications.
• Manage and organize YSB sites daily/weekly, including answering phones, greeting visitors, taking payments, ordering supplies and managing site equipment.
• Check email daily (within scheduled work-days) and respond within 24 business hours.
• Maintain and adhere to a high quality, HIPPA compliant standards.
• Ensure that phone messages are received and responded to as soon as possible and that all clients are communicated with effectively and respectfully.
• Represent the YMCA and Youth Service Bureaus in the community.
• Attend weekly staff meetings.
• Conduct self in a manner consistent with the YMCA of San Francisco and Urban Services mental health programs policies and guidelines.
• Perform other duties as directed.

YMCA LEADER COMPETENCIES

ADVANCING OUR MISSION & CAUSE

Facilitates, co-creates, and implements equitable change for the good of the organization and/or community; Builds bridges with others in the community to ensure the Y’s work is community-focused and welcoming of all, providing community benefit; Secures resources and support to advance the Y’s work; Engages volunteers and promotes social responsibility at all levels of the organization.

BUILDING RELATIONSHIPS

Creates sustainable relationships within the Y and with other organizations in service to the community; Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause; Values all people for their unique talents, and takes an

active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence.

LEADING OPERATIONS

Makes informed decisions based on logic, data, and sound judgment; Manages the Y’s resources responsibly and sustains the Y’s nonprofit business model; Executes superior technical skills for the role; Creates and implements new and relevant approaches and activities that improve and expand the Y’s work and impact in the community; Ensures program or project goals are met and intended impact occurs.

DEVELOPING & INSPIRING PEOPLE

Develops self and supports others (e.g., staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential; Demonstrates ability to understand and manage emotions effectively in all situations.

While all competencies are significant the following are critical to success in this position:

• College-level English and grammar skills
• Warm and communicative work demeanor
• Strong organizational skills
• Proactive problem-solving capabilities.

EFFECT ON END RESULTS

Definition: List each measurable to be used for rating the level of success in performing each essential function.

• Clean and safe environment for members and employees
• Compliance with Covid-19 safety protocols
• Follow all instructions given by the Associate Director of Operations as listed above in Job Functions. Communicate promptly and effectively when there are obstacles to following instructions.

Job Type: Full-time

Pay: $24.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
We practice and provide all current CDC, State, County and City guidelines for an essential service work environment to our employees, including: PPE, handwashing guidelines/facilities, and safe distancing.

Ability to commute/relocate:

• South San Francisco, CA 94080: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Receptionist/Administrative: 2 years (Required)

Language:

• Spanish (Preferred)

Work Location: One location

• Health insurance