Billing and Administrative Assistant

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. The billing and administrative assistant is charged with providing back-of-house financial operation services to the Greater Holyoke YMCA. The billing and administrative assistant is responsible for billing and collections activities across the YMCA’s programs and offerings, as well as clerical functions to support the administrative team.

OUR CULTURE: 

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing and we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger, beginning with you.

ESSENTIAL FUNCTIONS:

1.       Serve as the primary liaison for all organization wide daily accounts receivable, accounts payable, cash management, and journal entries.

2.       Process all program and membership refunds

3.       Process all state Vouchers for Early Education, School Age Child Care and Camp, including determining correct parent and state payment amounts

4.       Submits monthly childcare and camp billing

5.       Support grant billing and record-keeping

6.       Work with all departments to support billing and collections of program, membership, and event fees with a goal of creating a net surplus for the organization

7.       Support annual audit, state, and Y-USA reporting

8.       Provide administrative support as needed, including filing and making copies

9.       Support with special projects as needed

LEADERSHIP COMPETENCIES:

·      Communication & Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause.

·      Inclusion: 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.

·      Critical Thinking & Decision Making: Makes informed decisions based on logic, data, and sound judgment.

·      Functional Expertise: Executes superior technical skills for the role.

·      Innovation: Creates and implements new and relevant approaches and activities that improve and expand the Y’s work and impact in the community.

·      Program/Project Management: Ensures program or project goals are met and intended impact occurs.

·      Developing Self & Others: Develops self and supports others (e.g., staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential.

·      Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations.

QUALIFICATIONS:

·      Bachelor’s degree recommended in accounting, or related experience in lieu of degree.

·      Excellent oral and written communication skills

·      Experience working in various software, including the Microsoft Office suite, required

·      Accounting software experience is strongly preferred

·      CPR/First Aid Certification within 3 months

·      YMCA Leader Certification within 6 months

·      Ability to respond to safety and emergency situations.

·      Bilingual Spanish/English preferred

WORK ENVIRONMENT & PHYSICAL DEMANDS:

·      The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

o   Frequently required to stand, walk, sit, type, and speak on telephone

APPLICATION

Please note that all employment offers are contingent on the successful completion of a background check, reference check, and new hire packet. In roles where driving is required as an essential function, a driver history check must also be successfully completed. At the Greater Holyoke YMCA, we are committed to creating a diverse and inclusive workplace where everyone feels welcome, valued, and respected. We believe that diversity of thought, experience, and background is essential to our success. We are an equal opportunity employer and do not discriminate based on race, color, religion, gender, national origin, age, disability, sexual orientation, or any other protected status.

At Greater Holyoke YMCA we believe our staff is our greatest resource. Our mission is to:

·      To provide a work environment that enables our staff to be impactful and productive while feeling supported and appreciated.

·      To create opportunities for growth and success through guidance and constructive feedback.

·      To further advance the YMCA mission through satisfied employees, volunteers, members and participants.

·      To make a positive impact on our community!