What are the responsibilities and job description for the Part Time Administrative Assistant position at YMCA?
GENERAL FUNCTION: Under the direction of the Branch Director, the Administrative Assistant will assist in the execution of the Annual Support Campaign, clerical and communications regarding human resources and accounts payable with branch staff and the metro office.
MINIMUM ENTRY REQUIREMENTS
Education/Experience Requirements:
1. Minimum age of 21
2. Relevant work experience
Physical/Mental Requirements:
1. Must be able to routinely perform the following physical activities; climb stairs, bend, stoop, kneel, twist, reach with hands, sit, stand and/or sit for extended periods of time, walk, lift and/or move up to 30 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear and have visual acuity to perform detailed tasks
2. Must have ability to communicate effectively; both orally and in writing
3. Must possess problem solving, organizational and task management skills; ability to make independent and sound decisions in a rapidly changing environment
4. Must be detail oriented and exhibit a high degree of accuracy and alertness
5. Must exhibit initiative in the absence of supervision
6. Must be able to relate to and work with diverse groups of people in a friendly and consistent manner
7. Must work collaboratively as a team member as well as independently and lead by assigned goals, duties and deadlines
8. Must possess ability to exercise high levels of discretion and confidentiality
9. Must present a neat and professional appearance at all times
Job Requirements:
1. Commitment to the YMCA mission, vision and values
2. Must attend New Employee Orientation within 30 days of hire
3. Complete CPR/AED, First Aid, and O2, in accordance with Conditions of Employment
4. Learn all emergency procedures and action plans for the branch
5. Understand and abide-by all policies and procedures as set forth by the association
6. Work a schedule that reflects the needs of the branch
JOB RESPONSIBILITIES
Annual Campaign:
1. Entering data to include, but not limited to, input of Annual Support pledges, and posting of payments
2. Serving as branch point of contact and organizer for Annual Support Campaign; in accordance with guidelines set forth by the Metro office
3. Responsible for the number of active volunteers recruited for the Annual Support Campaign.
4. Assisting in the training of Annual Support volunteers
Human Resources:
1. Administering branch payroll by ensuring accuracy of timesheets and new employee paperwork and systems as directed by timelines provided by HR and Payroll.
2. Ensuring accurate and timely completion of new employee packets/paperwork for all branch staff.
3. Maintaining training calendar and staff meeting schedules.
4. Ensuring accurate tracking and compliance for branch staff certifications.
Accounts Payable:
1. Maintaining and order office and First Aid supplies.
2. Ensuring all accounts payable and purchase order procedures are followed and corresponding items are sent to the Metro office on time.
Risk Management:
1. Collecting and forwarding all accident/incident reports to Metro within 24 hours of incident.
2. Following up on accidents within 48 hours when deemed appropriate.
3. Updating the Operational Manual within guidelines set forth by the Metro office and providing new and updated information to all Directors as needed.
4. Maintaining and updating MSDS book.
5. Child Abuse Prevention - Responsible for adhering to boundary policies, attending required training, reporting concerns, following mandated reporting policy, fulfilling job-specific responsibilities such as maintaining and securing unused areas, and ensuring proper sign-in/out procedures.
Other:
1. Preparing for Monthly, Weekly, Board, Annual Support and other meetings; i.e. typing memos and minutes, organizing trainings, and preparing for events.
2. Collecting and reporting statistics to the Metro office, i.e. monthly volunteer reports
3. Assisting with other special events when requested.
4. Assisting at front desk when needed.
5. All other duties as assigned.
EFFECT ON END RESULT: Ensure the smooth operations in all daily functions for the branch, all financial documentation is reliable and current for supporting grants, and efficient systems are in place to support program operations.