Position Summary:
The Administrative Assistant plays a vital role in the daily operations of our educational and meal programs. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities efficiently. The Administrative Assistant supports program compliance, communication, documentation, and provides assistance to Directors and Teachers as needed.
Essential Functions:
- Communication & Front Office Support
- Answer phone calls professionally and direct inquiries appropriately.
- May be required to wear an earpiece for efficient communication.
- Meal Program Management
- Print and distribute weekly attendance sheets for preschool and afterschool programs.
- Enter new participants into the Nutriservice system and email necessary forms.
- Enter and scan meal receipts and attach to the Nutriservice system.
- Collect all weekly meal attendance sheets and input data into Nutriservice.
- Conduct monthly audits to ensure food forms are in compliance with state and federal guidelines.
- Complete and submit monthly meal claims accurately and timely.
- Purchasing & Financial Documentation
- Code receipts to appropriate Purchase Orders and submit copies to accounting.
- Prepare deposits, complete close-outs on Dasko, and forward documentation to Accounting.
- Program & Compliance Support
- Maintain and organize filing systems for easy document retrieval and ensure Child Care Licensing compliance of all children in attendance.
- Ensure all immunization records are compliant with state health regulations.
- Assist Directors with program registration and monthly collections from families.
- Support Teachers with general administrative tasks as needed.
- Assist administration with enrollment, parent communication, and special events as neededÂ
- Health & Safety Compliance
- Monitor and restock the First Aid cabinet.
- Ensure medications and medical forms are current and compliant with state licensing regulations.
- Adheres to association and position training requirements
- Performs other duties as assigned by management
Qualifications:
- High School Diploma or equivalent; additional education or certification in office administration is a plus.
- Minimum Age 18
- Experience in a school or childcare setting preferred.
- Proficiency in Microsoft Office and familiarity with database entry systems.
- Strong organizational and time management skills.
- Ability to maintain confidentiality and handle sensitive information.
- Excellent communication and interpersonal skills.
Physical Demands:
Sufficient strength, agility and mobility to perform essential functions and to supervise program activities in a wide variety of indoor and outdoor locations (depending upon the programs).
YMCA COMPETENCIES (Leader):
Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fundraising.
Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.
Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establish goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.
Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.
