Association Office Administrative Receptionist

AO Administrative Receptionist

The Association Office (AO) Administrative Receptionist is dedicated to ensuring the smooth operation of the Front Office at the YMCA of San Diego County Corporate Office (Association Services and Leadership location). This position serves as the primary point of contact and first impression for all visitors, staff, volunteers, and the public, managing the flow of people and communications efficiently. The AO Administrative Receptionist responsible for efficient front office operations including facilitating incoming visitors and communications and overseeing front desk security protocols and general office administration. Additionally, this role partners with branches, services, and programs across the Association to support administrative projects and deliver exceptional customer service as the face of ASL.

Responsibilities

Reception & Visitor Management: Serves as the primary point of contact for all visitors to the Front Office including greeting and directing staff, volunteers, and guests, handling front desk security protocols, operating access control systems (e.g. intercom, badges), and notifying staff promptly of guest arrivals.

General Inquiry Response: Answers, screens, and directs all incoming phone calls, responds to general inquiries via phone and email, and serves as a communication backup for branch calls.

Security & Safety Coordination: Follows established procedures for office admittance and access control; maintains current staff and emergency contact lists, assists with fire and evacuation drills, and immediately reports any security concerns.

Maintains General Office Operations: Includes receiving, sorting, distributing incoming mail and packages, and coordinating outgoing shipments.

Y Ambassador: Displays up-to-date knowledge of the YMCA of San Diego County's mission, services, programs, and community resources to provide accurate general information to the public.

Inventory & Procurement: Manages and maintains adequate inventory of breakroom and general office supplies; sources and orders necessary supplies within budgetary guidelines, verifying the accuracy of orders and invoices upon receipt.

Conference Room Management: Schedules and coordinates conference room bookings, ensuring rooms are prepared, organized, and equipped prior to meetings; supports special meeting needs, including setting up equipment or coordinating catering.

Association Support: Provides administrative and operational support to branches, services, and programs across the Association, ensuring timely completion of interdisciplinary projects while maintaining confidentiality and professionalism.

Development Support: Provides administrative support in fund development including data entry, correspondence, supply ordering, gift preparation, and meetings/calendars coordination.

Compliance Support: Assists the Compliance Team by maintaining accurate inventory records for all items purchased with public/grant funds and setting up and applying grant tags in coordination with the Accounting team to enable accurate grant tracking, cost allocation, reporting and audit readiness, ensuring compliance with federal, state, and organizational requirements.

Benefits Support: Processes Employment Development Department (EDD) forms by preparing mailings, copying completed documentation, assembling and addressing envelopes, and scanning and securely transmitting completed forms to the Benefits team.

Exceptional customer service soft skills and an approachable, professional demeanor to provide a welcoming experience for all staff, members, volunteers, vendors, and guests.

Strong verbal and written communication skills, with the ability to effectively present information clearly and professionally to a variety of internal and external audiences, including senior management.

Ability to manage multiple simultaneous tasks and time, prioritize competing tasks, maintain attention to detail to meet deadlines, manage multi-line phone systems, and handle confidential information.

Proficiency with Microsoft Office Suite (e.g. Outlook, PowerPoint, Word, and Excel), CRM software, and virtual meeting platforms (e.g. Zoom and Microsoft Teams)

Other duties as assigned.

Qualifications

Associates degree, or 2+ years' equivalent related experience required

4+ years' of experience working in public administration, front desk reception, office administration, or related field. To include experience providing customer service, managing multi-line phone systems, and handling confidential information

Licensing, state law and our government funders require that staff within YMCA of San Diego County be fingerprinted, prior to reporting to work, and include subsequent arrest notifications

CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations:

American Red Cross

American Heart Association

American Safety & Health Institute

Pay Range

USD $22.64 - USD $27.17 /Hr.