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