Administrative Assistant II (Northeast Bronx YMCA)

YMCA of the USA; New York (NY); On-site; USD 46,000 - 56,000; Full time

Benefits offered by this job

Medical benefits

Free YMCA membership

Paid time off

Job summary

The Northeast Bronx YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of the department and its programs. The Administrative Assistant will provide administrative and operational oversight and support to ensure quality program execution.

In addition, the Administrative Assistant will provide administrative support to our membership, fund development, and Board engagement operations.

Qualifications

• Associate’s degree and related field experience, or equivalent.
• 2–3 years of administrative experience with staff and volunteers.
• Proficient in Microsoft Excel, Word, Publisher, and PowerPoint.
• AS400 Database Management knowledge is a plus.
• Strong interpersonal, written and oral communication, and organizational skills.

Responsibilities

• Provide and manage all administrative support to the department.
• Data entry into all applicable systems and databases accurately and timely.
• Answer phone calls and respond to emails in a timely and professional manner.
• Maintain accurate and up-to-date records and files in compliance with YMCA standards.
• Prepare and organize materials for meeting agendas and minutes.
• Manage the department’s inventory, IT support, and purchasing of supplies.
• Process invoices, POs, and other financial documents.
• Create requisitions, receive POs, resolve invoice holds, respond to vendor inquiries, and facilitate invoices for payment.
• Support the planning and implementation of special events and programs.
• Manage the facility space usage and maintain an updated calendar.
• Uphold all Association policies and core values.
• Assist with batch closings, accounts payable, and the financial assistant program as needed.
• Actively participate in meetings and trainings.
• Other duties as assigned.

Skills

Administrative experience

Staff and volunteer coordination

Microsoft Office

AS400 knowledge

Communication skills

Project management

Education

Associate’s degree

Bachelor’s degree preferred

Tools

AS400

Job description

The Northeast Bronx YMCA is seeking an Administrative Assistant.

Job Description

The Northeast Bronx YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of the department and its programs. The Administrative Assistant will provide administrative and operational oversight and support to ensure quality program execution. In addition, the Administrative Assistant will provide administrative support to our membership, fund development, and Board engagement operations. They will play an integral role in contributing to the department’s overall quality, culture, and success, and will ensure an atmosphere of professionalism, friendliness, and safety within the facility.

Salary

Salary: $23.00 Hourly

Benefits

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual’s employment status (i.e., full-time or part-time), tenure, and/or the number of hours scheduled to work. Click here for more information.

Qualifications

• Associate’s degree and experience in a related field, or equivalent experience required. Bachelor’s degree preferred.
• Two (2) to three (3) years of administrative experience and experience working with staff and volunteers.
• Knowledge of, Microsoft Excel, Word, Publisher, and PowerPoint.
• Knowledge of AS400 Database Management a plus.
• Excellent interpersonal communication – written and oral, project management, and organizational skills.

Essential Functions

• Provide and manage all administrative support to the department (letters, memos, etc.).
• Accurate and timely data entry into all applicable systems and databases.
• Answer phone calls and respond to emails in a timely and professional manner.
• Maintain accurate and up-to-date records and files (POs, receipts, incident reports, accident reports, etc.) in compliance with YMCA of Greater New York and funder standards.
• Prepare and organize materials for meeting agendas and minutes.
• Responsible for managing the department’s inventory, IT support, and purchasing of supplies.
• Process and track invoices, purchase orders, and other financial documents.
• Responsible for creating requisitions, receiving POs, resolving Invoice on Hold issues, responding to vendor inquiries, and facilitating invoices for payment.
• Support the planning and implementation of special events and programs.
• Manage the facility space usage and maintain an updated calendar.
• Uphold all Association policies and demonstrate the Y core values of Respect, Responsibility, Caring, and Honesty.
• If applicable, assist with batch closings, accounts payable, and the financial assistant program, as needed.
• Actively participate in designated meetings, training sessions, and special events.
• Other duties as assigned.