Administrative Assistant

Administrative Assistant

Job Classification: Non-Exempt

Reports To: Director, OCC Community Justice Support Center

Job Summary: The Administrative Assistant will provide a variety of office management, data collection and reporting duties for the Center. S/he will answer telephone calls, register participants and perform functions as directed by the Program/Treatment Manager(s). S/he will reflect and display the values of caring, honesty, respect and responsibility.

Job Functions:

• Program/Department Responsibility: Register participants as they enter the Center. Answer telephones in a professional and courteous manner. File reports, reviews, log drug testing results and place in participant files. Organize the flow of information, phone messages, faxes, mail and electronic information to the appropriate staff. Maintain appropriate forms, replenish office supplies, unit supplies, effectively use purchase orders and vouchers in accordance with Association procedures monthly as directed. Maintain accurate and efficient records, as well as record keeping/filing for the program. Participate in supervision with the Program/Treatment Manager as needed. Attend staff meetings as assigned. Work cooperatively with OCC, Probation, Parole and other agency personnel at the Center. Establish and maintain positive working relationships with the funding sources and the community at-large. Collection and documentation of urine screens as needed. Other duties as assigned or directed by the supervisor(s).
• Supervision of Personnel: None.
• Fiscal Responsibility: Adhere to all fiscal policies and procedures such as petty cash, purchase orders, vouchers and employee expenses as requested.
• Facility/Housekeeping Responsibility: Ensure that the Administrative Assistant's office meets the highest standards of cleanliness and maintenance.
• Interdivisional/Community/Volunteer Responsibility: Attend all assigned meetings. Actively participate in the Y's Annual Campaign.

YMCA Leadership 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. Establishes 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 upto-date knowledge and skills in technology.

Education/Experience Requirements: Two year Associates Degree or equivalent training/education. Proficiency in Microsoft Word, Excel, Outlook and Teams. Attention to detail and accuracy a must. Some evening availability required. Some traveling required for meetings and trainings Must be able to sit, stand, bend and walk during the work day.

Closing Statement: To enhance the overall operation of the Old Colony Y and support team work, the Administrative Assistant will accept additional responsibilities as assigned.