Administrative Assistant (Full-Time) - Northwest

YMCA of Silicon Valley; Cupertino (CA); On-site; USD 34,000 - 39,000; Full time

Job summary

YMCA of Silicon Valley is seeking an Administrative Assistant to perform a variety of office duties and support the administrative department. Responsibilities include answering phones, managing emails, processing invoices, and maintaining records.

This full-time role requires strong organization, communication skills, and proficiency in MS Office. Prior front desk experience and English/Spanish bilingual ability are preferred, with payroll and donor entry tasks as part of duties.

Qualifications

• 1 year of office/administrative experience.
• Strong organizational and communication (oral and written) skills.
• Must be able to make sound, independent decisions.
• Proficient with standard office equipment (computer, phone, etc.).
• Proficient in MS Office, especially Outlook and Excel.
• Experience at a front desk/answering phones preferred.
• Bilingual English/Spanish preferred.

Responsibilities

• Answer phones and manage general email boxes.
• Provide professional customer service; handle inquiries and questions.
• Process invoices and manage clerical paperwork.
• Type, copy, file, track documents, and generate reports.
• Inventory and track contracts and payments.
• Assist with event planning and volunteer coordination.
• Support hiring administration and YMCA CRM pledge/donation entries.

Skills

Phone handling

Customer service

Organizational skills

Communication skills

Bilingual (EN/SP) preferred

Tools

MS Office (Outlook, Excel)

Job description

#NW-3259

NW-3259

Location

B - Northwest YMCA-2000

Full-Time/Part-Time

Full-time

Description

The Administrative Assistant performs variety administrative duties requiring a thorough knowledge of organizational procedures and precedents; and performs other administration department related work as required. They will support the overall work of the department and tackle specific projects such as document storing and organizing, answering phones and providing a professional level of customer service. Scheduling will vary month to month based on the needs of the department.

SALARY RANGE: $25.00 - $28.00/hour

ESSENTIAL FUNCTIONS:

• Daily responsibilities include answering phones, answering questions, managing general email boxes and processing invoices.
• Clerical work including: typing, copying, filing, tracking documents, tracking contracts, generating reports, and inventorying.
• Responsible for fee collection from individuals and organizations.
• Assist with event planning.
• Interact regularly with volunteers.
• Support Program Directors with hiring administration.
• Support Annual campaign pledge and donation entries into YMCA CRM system (as directed by the YMCA service Center (YSC) Department head).
• Other duties and responsibilities assigned by supervisor.

WORK ENVIRONMENT:

• Visual and auditory ability to observe and to respond to critical incidents and the physical ability to act swiftly in an emergency situation.
• Ability to lead and interact in group activities and perform related physical skills.
• Ability to stand, walk, sit, stoop, kneel, or crouch. Ability to climb, push, and pull.
• Ability to lift and carry objects up to 25 pounds.

Requirements

• 1 year of office/administrative experience.
• Possess strong organizational and communication (oral and written) skills to work in a busy work environment with a high degree of accuracy.
• Must have the ability to make sound, independent decisions.
• Possess general knowledge of standard office equipment (computer, phone/fax, copier, printer, postage etc.)
• Proficient in MS Office especially outlook and excel.
• Ability to learn and understand technology.
• Experiencing working a front desk and/or answering phones is preferred.
• Bilingual (English and Spanish) preferred.

Change Leadership: Facilitates, co-creates, and implements equitable change for the good of the organization and/or community.

Engaging Community: Builds bridges with others in the community to ensure the Y's work is community-focused and welcoming of all, providing community benefit.

Philanthropy: Secures resources and support to advance the Y's work.

Volunteerism: Engages volunteers and promotes social responsibility at all levels of the organization.

Collaboration: Creates sustainable relationships within the Y and with other organizations in service to the community.

Communication & Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y's cause.

Inclusion: Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence.

Critical Thinking & Decision Making: Makes informed decisions based on logic, data, and sound judgement.

Fiscal Management: Manages the Y's resources responsibly and sustains the Y's nonprofit business model.

Functional Expertise: Executes superior technical skills for the role.

Innovation: Creates and implements new and relevant approaches and activities that improve and expand the Y's work and impact in the community.

Program/Project Management: Ensures program or project goals are met and intended impact occurs.

Developing Self & Others: Develops self and supports others (e.g.: staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential.

Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations.