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Administrative Assistant

Old Colony YMCA


Date:
03/27/2018
2018-03-272018-04-26
Categories:
  • Administrative / Clerical
Old Colony YMCA
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Job Details

JOB SUMMARY:

 

Under the supervision of the Program Director and Executive Director, the Administrative Assistant will be responsible for the completion of accurate and timely administrative tasks that support the overall management of the Branch. Additionally, the Administrative Assistant will work to ensure that all program participants are provided the opportunity to promote their social, cultural, educational, physical and leadership potential. The Administrative Assistant will support the effort of providing a safe, clean and attractive facility that is supervised by trained staff. The Administrative Assistant will uphold the employee code of conduct and will ensure that all areas of the job responsibilities reflect the mission of the Old Colony Y, and the regulating agency. The Administrative Assistant will display and encourage the character traits of caring, responsibility, honesty and respect in the fulfillment of all job duties.

 

JOB FUNCTIONS:

 

1.        Department Responsibility:

 

  • Provide all word processing, confidential correspondence, data entry, spread sheets, typing and general secretarial functions as deemed necessary by the Executive Director.

 

  • Weekly completion, copying and distribution of all necessary staff schedules.

 

  • Monthly scheduling of Division Committee of Management and staff meetings including meeting notification, recording, mailing and filing of all minutes.

 

  • Coordinate the monthly collation, organization, and final preparation of all Central Operation DSS Billing documents, ensuring accuracy and punctuality in meeting all deadlines.

 

  • Maintain up to date and accurate membership statistics and submit monthly report to General Office.

 

  • Maintain accurate personnel files including all employee hours worked and benefits used.

 

  • Timely submission of all required Divisional reports to the Old Colony Y General Office.

 

  • Maintain Divisional office supply inventory including purchasing, monitoring and security.

 

2.        Supervision of Personnel:

            Provide weekly supervision of all Membership Service personnel, including hiring, training            and scheduling.

 

3.         Fiscal Responsibility:

 

  • Daily accountability of account receivables from membership, program, child care and camp. Prepare daily deposit.

 

  • Process all accounts payables for approval by Executive Director and ensure prompt forwarding to General Office.

 

  • Maintain accurate purchase order file.

 

  • Disbursement and monthly report of Branch petty cash funds.

 

  • Control and manage budget in relationship to all office purchases.

 

  • Daily collection of vending funds. Ordering supplies as needed.

 

  • Maintain timely collection and appropriate safekeeping of Branch funds.

 

4.         Facility Responsibility:

            Assure that areas near and in front desk, lobby, control desk, lounge and Safe Room are in                      neat and orderly fashion at all times.

 

5.        Interdivisional Responsibility:

            Actively participate in the Y's Annual Youth Support Campaign.

 

6.         Education/Experience/Physical Requirements:

Two year associates degree or equivalent knowledge; minimum of one to two years of related experience, and personal computer proficiency is necessary.

 

 

To Apply Please visit:

sgallerani@oldcolonyymca.org or Call Stephen Gallerani at (508) 510-1336

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