Administrative Assistant

Position Summary: Represent the YMCA as a first point of contact for visitors and callers. Provide specific administrative and general office support through mail handling, preparing and distributing word processed documents and inputting payroll data. Reports To: Senior Director Essential Duties & Responsibilities: Include the following. Other duties may be assigned. Greet visitors to the office in a professional manner, calling them by name if known and directing them to the person or area they are seeking. Receive and properly route incoming calls appropriately inquiring as to the whereabouts of desired staff person and leaving a message or transferring the call to voice mail as needed. Demonstrate initiative to consistently provide service to branch staff as well as those bringing needs to the branch administration. Enter and maintain employee data and work hours in order to accurately process the branches payroll information.Maintain the cleanliness and organization of the office area and conference room at all times. Prepare data processing documents for the Senior Executive and Executive Director. Organize and keep alphabetical files. Maintain an organized system of tracking administrative projects in progress in order to expedite the efficient flow of work for the branch(es). Communicate as needed to support the timely delivery of work in progress. Manage administrative projects as assigned, following through to completion and communicating regarding the successful delivery of the required information. Operate office equipment such as copy, postage and fax machines. Sort and distribute incoming mail and post mail. Apply postage to outgoing mail and deliver to pick up box outside. Prepare for board meetings including ordering food, organizing the mailings of board packets in advance of the meeting, insuring that materials needed at the meeting are available and setting up the room as needed. Provide the processing and administrative support required for the Annual Support Campaign.Assist with payroll stuffers, employee mailings and other mailings as assigned. Inventory existing supplies. The orders for needed office supplies and call the order in to the supplier. Disburse supplies to branches as requested.Exhibit a friendly manner and the YMCA Character Development values of caring, honesty, responsibility, and respect in representing the front desk area of the Metro office. Strive to answer all telephone calls within 3 rings in a professional manner an in accordance with procedures distributed to all staff. Responsible for arriving on time and prepared for scheduled shift. Responsible for working with the Business Manager to insure substitute coverage when unable to work scheduled hours. To ensure a risk free environment, i.e. caution regarding unsafe practices and conditions. Report accidents and injuries in the front office area to the Payroll Administrator who handles liability insurances.Attending staff meetings/events. Attend Association trainings as requested. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability requires. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: High School Diploma preferred with 1-2 years experience as an office generalist in a fast-paced, professional environment. Requires knowledge of English grammar, mathematics and operation of simple office equipment. Word processing skills are needed to support administrative needs. Greater Providence Young Men's Christian Association