Administrative Assistant

TITLE: Center for Great Futures Administrative Assistant (AA)

OVERVIEW: The AA provides regular clerical and administrative support to the Director of Teen Services (DTS) and other Club staff as necessary including but not limited to:

• Preparing correspondence and reports, data collection and input, maintaining schedules and calendar, answering telephones, and maintaining electronic and hardcopy files;
• Working with individual and/or small groups of youth, under the supervision of the DTS, supervising and instructing youths to assist in providing a positive learning environment that allows for youth’s personal, social, and intellectual development; and
• Acting as the “face” of our Center for Great Futures (CGF) and providing excellent customer service.

The individual in the position is expected to embrace the Boys & Girls Club of Lawrence (BGCLK) core values – PRIDE + 1 (Positive Role Model, Respect, Integrity, Diversity, Empathy and your personal core value (+1).

REPORTS TO: Director of Teen Services

CLASSIFICATION: Full-time, hourly non-exempt

WAGE: $16.50/hour

BENEFITS INCLUDE:

• Health, dental, and vision insurance coverage (effective the 1st of the month after hire date).
• Basic life/AD&D insurance (100% employer paid).
• Short-term and long-term disability insurance (100% employer paid).
• Online mental health services (100% employer paid).
• Paid parental leave (100% employer paid).
• Paid personal leave and annual leave (accrued immediately upon hire).
• Paid time off for 11 BGCLK observed holidays.
• Retirement plan (3% employer match for employee contributions to a Boys & Girls Club of America approved retirement plan).

COMMITMENT TO EQUITY:

BGCLK is committed to serving an inclusive population of youth in our communities by employing a diverse staff, maintaining ongoing training and education, and exploring various points of view. BGCLK’s commitment to celebrating diversity, promoting equity, and increasing cultural aptitude is an active process that requires continuous education and awareness in all aspects of our organization. We are dedicated to this process in order to enhance the program experience for our members, parents, families, and staff, as well as the community at large.

VALUES:

The core values of BGCLK (i.e., PRIDE) are:

• Positive Role Models;
• Respect;
• Integrity;
• Diversity; and
• Empathy.

A BGCLK employee shall exemplify all values specifically by demonstrating behaviors and attitudes that positively inspire others, taking the time to build relationships and developing an appreciation for others, taking pride in every action (even when no one is watching), including and celebrating differences, and identifying with another person’s challenges and offering support.

ESSENTIAL FUNCTIONS:

• Performs regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
• Maintains master schedule of Club activities and events, collecting and disseminating
• information to Club staff, volunteers, members and families as instructed.
• Answers telephones, providing general information, referring callers to other staff or taking messages as necessary.
• Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
• Serve as the “face” of the Center for Great Futures, greeting all visitors and assisting them as needed while providing excellent customer service.
• Perform other related secretarial or administrative duties as requested.
• Collaborates with the Director of Teen Services for the purpose of implementing and maintaining services and/or programs.
• Assists with program components for the purpose of delivering services that conform to established guidelines.
• Maintains equipment, work area, youth files/records, taking attendance, checking homework, for the purpose of ensuring availability of items and/or providing reliable information.
• Monitors individual program participants for the purpose of ensuring a safe and positive environment.
• Prepares documents in standardized formats for the purpose of providing written documentation and/or conveying information.
• Administers standards of behavior and discipline for the purpose of ensuring the safety and well being of youth.
• Reports observations and incidents (e.g. discipline, accidents, inappropriate social behavior, etc.) for the purpose of communicating information to appropriate personnel.
• Communicates policies and enforcement procedures to program participants, for the purpose of ensuring their understanding and the potential consequences of violation.
• Administer first aid as needed.

Internal and External Relationships:

• Maintain close contact with Club staff and supervisor to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct; and advise/counsel. Recruits and cultivates volunteers through involvement in meetings and community events.
• Maintain contact with parents or guardians in order to communicate about Club activities, explain or interpret Club guidelines, and address any conduct issues relative to Members.
• Initiate and maintain positive communication with school principals and classroom teachers.
• Work cooperatively to help achieve goals and grant objectives associated with the special programs.

Supervision:

• Oversee proper record keeping and reporting, including activities and events conducted, breakdowns of participation figures, and any Club Member conduct or other issues.
• Ensure productive and effective performance and direct work of program staff, AmeriCorps Members, and volunteers associated with your grant program areas of oversight.

ADDITIONAL RESPONSIBILITIES:

• May be required to drive the Club van.
• May be required to answer phones and perform other light administrative duties.
• Other duties as assigned.

SKILLS/KNOWLEDGE REQUIRED:

• College degree or equivalent experience. Elementary or secondary education degree or hours completed toward an elementary or secondary education degree, preferred.
• CPR/First Aid Certification, preferred.
• Experience working with children.
• Knowledge of youth development.
• Experience planning and implementing quality programs for youth.
• Ability to motivate children and youth and manage behavior problems.
• Ability to organize and supervise children in a safe environment.
• Ability to work with the general public (both verbal and written).
• Have a valid State Driver's License (van drivers only).

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Some lifting, carrying, pushing and/or pulling;
• Some climbing and balancing;
• Some stooping, kneeling, sitting, crouching, and/or crawling;
• Significant finger dexterity.
• Generally, the job requires 40% sitting and 60% walking and standing.
• This position is performed under minimal temperature variations, in a generally hazard-free environment, and in varying atmospheric conditions.

EQUAL EMPLOYMENT OPPORTUNITY:

BGCLK shall seek to ensure and provide equal opportunity for all persons seeking employment without regard to race, age, color, religion, gender, marital status, sexual orientation, military status, national origin, disability, or any other characteristic as established by law.

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 position.

Job Type: Full-time

Pay: From $16.50 per hour

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person