Administrative Assistant, Bethany & Rockwell Plaza YMCAs

Imagine going to work knowing that what you do each day positively impacts the lives of people in your community. Imagine sharing your passions and unique talents to build a better future for yourself and others. This is what it means to work at the Y. The Y offers more than a job. We offer the chance to make a difference in a fun, flexible environment, where our mission and values drive every decision we make. 

The starting range is $12.00 to $16.00 per hour.

POSITION DESCRIPTION:

The Administrative Assistant has functional responsibilities in the areas of accounting/bookkeeping, clerical, payroll, personnel, advisory council, scholarships, and fundraising.

DUTIES AND RESPONSIBILITIES:

• Accounting/Bookkeeping
• Make bank deposits daily.
• Post receipts by account daily.
• Track income using the daily cash report.
• Code all accounts receivable for payment.
• Track monthly expenses using the Association expense report.
• Prepare journal entries and/or check requests as needed.
• Resolve all issues related to returned checks and late or overdue payments.

Clerical

• Have full knowledge of all basic office procedures and equipment.
• Manage all incoming and outgoing mail and postal services to include bulk mailing and postage meter.
• Order, purchase, restock and inventory office and maintenance supplies.
• Assist Executive Director and Program Directors as requested.

Payroll

• Check time sheets for all required information.
• Audit time sheets after Program Director has completed them.
• Secure signature of Executive Director on every time sheet.
• Organize time sheets for Human Resources Department.
• Organize payroll for distribution on payday.

Personnel

• Assist with proper documentation of new hire/rehire personnel and submit to Human Resources Department in a timely manner.
• Keep up-to-date records of vacation, sick leave and personal leave for full-time staff.
• Keep all personnel records up-to-date and securely filed.
• Develop meaningful and sustainable relationships with members, donors and volunteers.

Advisory Council

• Serve as recorder at all Council meetings and other committee meetings as requested.
• Correspond with Council regarding meetings, dates, and agendas.
• Keep accurate attendance records and contact information for all members of the Council.
• Prepare information packets and other support materials for every Council meeting.
• Plan, purchase and set up meals and supplies for every Council meeting.

Scholarships

• Review all applications for assistance, assuring that each is complete.
• Notify scholarship recipients.
• Keep up-to-date records for all recipients.

Fund Raising Campaigns

• Keep accurate and up-to-date records of contributions.
• Send monthly invoices, or as requested by donor.
• Attend all campaign meetings and other meetings as requested.
• Correspond with campaign volunteers regarding meetings and campaign updates.
• Complete weekly campaign reports and submit to the Financial Development Department.

EDUCATION AND EXPERIENCE:

• Must be PR/CPR, AED, O2, and First Aid certified. (Training provided by the Y, if needed) 
• Must be skilled in Microsoft Word, Excel, Publisher and PowerPoint. 
• Must be able to work quickly, independently and without supervision. 
• Must have the ability to lift 30 pounds.
• Experience in creating correspondence and documentation for payroll. 
• Experience in documentation for fund raising preferred. 
• Excellent interpersonal skills, good verbal and written skills. 
• Team player with strong organizational and multi-tasking skills.