Description

This is a seasonal position from March 1st through August 16th. 40 hours per week, schedule varies to include some weekend shifts throughout the summer.

POSITION SUMMARY:

The Administrative Assistant II is responsible for customer services including phones, registration processing, word processing, database management, and other duties as required. They are responsible for managing these functions in accordance with the stated mission, goals, and policies established by the administrative staff, governing committees, and Board of Directors of the YMCA.

• Models relationship-building skills in all interactions and maintains regular, clear, and concise communication within area of responsibility.
• Responsible for data entry and processing of all records concerning camper registrations, as well as, provide assistance with account maintenance and processing changes.
• Responsible for recording, organizing and filing camper forms.
• Process camper forms and payments in Personify.
• Process and be accountable for revenue generated in Personify each shift including batch reconciliation.
• Understand all resident camp program offerings, business policies and procedures, financial functionality, and online business necessary to communicate with customers regarding transactions.
• To have basic understanding of Association financial principles.
• Post outgoing mail and open/distribute incoming mail.
• Provide support in Personify which could include, but is not limited to, support for customers (internal and external), reporting duplicate records, maintaining/updating customer salutations, etc.
• Answer incoming telephone calls, providing information and routing calls according to outlined procedures.
• Provide inter-departmental administrative assistance as required.
• Works closely with the Director of Administration and other office staff to provide administrative and clerical support.
• Provides administrative support to Directors in the form of reports, editing, and creating documents.
• Work a variety of weekday, evening, and weekend shifts during the summer season.
• Must help with maintaining cleanliness of office.
• Attends training and meetings as required.
• Additional responsibilities as assigned by supervisor.

QUALIFICATIONS:

• Experience with customer service, accounts receivable and general office procedures.
• Oral and written communication skills, and demonstrated ability to interact effectively with customers via telephone and email.
• Excellent organizational and problem-solving skills, and ability to accurately resolve issues in a fast paced, changing environment.
• Proficiency in Microsoft Office (Word, Excel and Outlook).
• Strong computer skills and an ability to enter data with speed and accuracy.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Multi-lingual desired but not required.

WORK ENVIRONMENT and PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach, and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.
• Compliance with all COVID related PPE, cleaning, reporting and prevention expectations efforts. Further training and detail will be provided upon question and/or hire.