Administrative Assistant

Job Description

JOB SUMMARY

Under the direction of the Director of Community Service Network the Administrative Assistant will represent the Old Colony Y in a positive professional manner resulting in friendly, safe, convenient and courteous environment for members, clients, volunteers and follow employees. The Administrative Assistant is responsible for the management and operation of the general YMCA’s secretarial procedures. The Community Services Program is a continuing partnership with the Department of Youth Services and the Old Colony Y. The program works with DYS committed youth returning to their home community from a residential or treatment program. The DYS youth are supervised within this program to prevent continued delinquent behavior by building skills, providing opportunities, and enhancing individual and family strengths. Job Function Manage the clerical workload Act as office receptionist and answer the telephone Greet youth, families, visitors, and monitors office entrance Type reports and transcribe as needed Submit quarterly, monthly, and/or weekly documents and reports Maintain staff itineraries; maintains a master staff schedule Maintain a working knowledge of and access to the DYS Juvenile Justice Enterprise Management System (JJEMS); enters data as requested. Responsible for office supply orders and monitor office equipment Manage daily transactions/youth movements as requested Attend the weekly team meeting and record business minutes Document and report any building maintenance needs Responsible for the administrative tasks associated with the transfer of documents; submit record requests as needed Assist in the planning and coordination of meetings, special projects and events Create documents to meet the needs of the office using Microsoft Word, Excel, and PowerPoint; maintain as an up-to-date catalogue of required agency forms

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 up-to-date knowledge and skills in technology. Education/Experience/Physical Requirements High School Diploma Knowledge of the juvenile justice system in the Commonwealth of Massachusetts Good communication skills Ability and expertise in using Microsoft Office and other computer applications (including the internet) Attention to detail and accuracyPrior experience working with youth and a minimum of one year experience directly in the juvenile justice child welfare, behavioral health or demonstrably related field(s) Valid MA Driver’s License Requirements Manage the clerical workload Act as office receptionist and answer the telephone Greet youth, families, visitors, and monitors office entrance Type reports and transcribe as needed Submit quarterly, monthly, and/or weekly documents and reports Maintain staff itineraries; maintains a master staff schedule Maintain a working knowledge of and access to the DYS Juvenile Justice Enterprise Management System (JJEMS); enters data as requested. Responsible for office supply orders and monitor office equipment Manage daily transactions/youth movements as requested Attend the weekly team meeting and record business minutes Document and report any building maintenance needs Responsible for the administrative tasks associated with the transfer of documents; submit record requests as needed Assist in the planning and coordination of meetings, special projects and events Create documents to meet the needs of the office using Microsoft Word, Excel, and PowerPoint; maintain as an up-to-date catalogue of required agency forms

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 up-to-date knowledge and skills in technology. Education/Experience/Physical Requirements High School Diploma Knowledge of the juvenile justice system in the Commonwealth of Massachusetts Good communication skills Ability and expertise in using Microsoft Office and other computer applications (including the internet) Attention to detail and accuracy Prior experience working with youth and a minimum of one year experience directly in the juvenile justice child welfare, behavioral health or demonstrably related field(s) Valid MA Driver’s License #J-18808-Ljbffr Old Colony YMCA