Administrative Assistant

PRIMARY FUNCTION

Provide a wide range of administrative support for Branch Director to facilitate the efficient operation of the organization.

ESSENTIAL KNOWLEDGE, CHARACTERISTICS AND SKILLS

• Genuine interest in and knowledge of youth development and safety
• Preferred personal traits- leadership, responsibility, patience, dependability, maturity, positive attitude, flexibility, punctuality, organized
• Ability to work with frequent interruptions and changes in work priorities
• Ability to multitask and prioritize tasks
• Ability to maintain confidentiality
• Computer skills and knowledge of relevant software
• Strong communication skills, both oral and written
• Knowledge of principles and practices of basic office management
• Excellent customer service and interpersonal skills
• Genuine interest in and knowledge of youth development and safety

KEY ROLES (Essential Job Responsibilities)

Administrative Responsibilities

• Scan general and program attendance
• Enter charges and payments into Vision database
• Pull reports / find and fix data
• Print out billing statements
• Track and log membership payments and paperwork
• Maintain organization of the shared-server
• Create and maintain electronic filing system for Club documents.
• Assume other duties as assigned
• Maintain electronic and hard copy filing system
• Handle phone and in-person requests for information
• Resolve administrative problems and inquires
• Maintain procedures manual to ensure consistent performance of routines
• Maintain clean and orderly front desk area
• Ensure there is an adequate amount of copies of membership forms, permission slips and any other required forms in stock on a daily basis.
• Maintain communication with parents regarding upcoming events and programs.
• Maintain communication with schools regarding Club programs, school calendars and dismissal times.

Professional Development and Personal Initiative

• Seek out appropriate training and work to achieve greater responsibility.
• Take initiative to achieve individual professional goals, seek out ways to better serve our members and help our organization more fully accomplish its mission.
• Contribute to a positive work environment and strive to maintain personal competency.
• Attend weekly staff meetings, staff development workshops, and participate in regular trainings.

Interpersonal Skills and Responsibilities

• Must be able to accurately understand all forms of communication.
• Maintain daily communication with parents and Club guests.
• Check email and act upon directives and information contained therein.
• Provide others with necessary, correct, and timely information and feedback.
• Understand and accept guidance and supervision.
• Work as a team and cooperate with entire staff for the welfare of the Club.
• Seek out new and varied techniques to communicate with staff and members, recognizing that different people require different approaches.
• Demonstrate knowledge of principles and processes for providing customer service.

Decision-Making                                                                                                       

• Ability to problem-solve through situations requiring conflict resolution
• Able to accomplish tasks with little direct supervision

Leadership

• Serve as a role model for co-workers and youth, demonstrating responsible, ethical, and professional behavior.
• Enhance and encourage the growth of co-workers.

Additional Responsibilities

• Ensure a healthy and safe environment for Club members, volunteers, and co-workers.
• Complete daily Club Scrub assignment and ensure the Club is clean, organized and free of litter and clutter.
• Transport members in Club vehicle (must be at least 25 years of age and have a clean driving record).
• Assume other duties as deemed necessary by management.
• Must follow all Club policies and guidelines.

REQUIRED CERTIFICATIONS

• High School Diploma (Bachelor’s degree preferred)
• Mandatory CPR and First Aid Certifications
• Valid state driver’s license and insurance

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Ability to sit at a desk or computer for extended periods of time
• Ability to lift at least 20 pounds
• Ability to go up and down stairs throughout the day

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.