Flat Rock Camp Office Assistant - Seasonal

GENERAL FUNCTION

The Office Assistant at Flat Rock will provide support with departmental operations, including but not limited to clerical/registration duties, answering the phone, receipting monies, data entry, maintaining records/office supplies, assisting with program promotion and filing. The Camp Office Assistant I will provide a safe and nurturing environment for everyone and will be actively involved and have a positive attitude about all programs.

        Must be at least 18 years of age and have a high school diploma, or its equivalent.

        One year administrative and/or data entry experience is preferred (prior administrative experience, including, but not limited to experience with Data Entry, Receipting Monies, filing).

        Must be proficient in computer use, office equipment and fiscal management.

        Knowledge or ability to quickly learn YMCA and Camp software programs in regard to camp registrations, receipting and generation of reports needed.

        Ability to communicate in a positive, warm, engaging, professional, effective manner with participants and staff and focus on administrative tasks (with attention to detail) despite frequent interruptions/distractions.

        Ability to take initiative, be organized, and effectively communicate with participants, parents and staff.

        Must be adaptable and have high integrity.

        Ability to obtain YMCA training, which includes but is not limited to New Employee Orientation, Child Abuse Prevention, Safety and Risk Management and other program-related training within 60-90 days of employment.

RESPONSIBILITIES

1.    Responsible for the assigned functions of the designated office and/or area, including but not limited to reviewing camp data base for required summer campers forms/records, calling families to secure any forms not submitted prior to the campers summer session, answering phone, receipting monies, filing, and data entry.

2.    May include ensuring that incoming mail (including email and faxes) is sorted, distributed and processed daily and that outgoing mail is taken to the post office daily.

3.    May assist with maintaining clerical and administrative files, in an efficient, accurate and orderly manner.

4.    May assist with basic tracking and reporting of registration data.

5.    May assist with monies that come in on a daily/weekly basis - registration payment, program deposits/payments, Trading Post funds.

6.    May assist with maintaining office supplies and inform office manager when supplies need replaced.

7.   Respond in a timely fashion (daily) to all requests for brochures and information.

8.    Maintain a neat and orderly workspace, including controlling office traffic and noise level.

9.    Demonstrate and teach the values of caring, honesty, respect, and responsibility to all participants and staff.

10. Follow all YMCA guidelines and policies and ensure accountability amongst peers.

11. Maintain positive public relations with parents, visitors, and the general public at all times.

12. Submit all required paperwork and reports on time.

13. Perform other duties as assigned.

1.    Ability to sit for extended periods of time.

2.    Vision abilities include close vision and ability to adjust focus.

3.    Ability to concentrate despite frequent interruptions and distractions.

4.    Ability to demonstrate accuracy in work provided.

5.    Ability to communicate with guests and coworkers effectively.

6.    Ability to remain calm, cool, collected should in person or phone conversations with patrons get elevated or upset on the patron's side of the conversation/call.

7.    Ability to reason, solve problems, make sound judgment and decisions.

8.    Ability to observe and promote safety and security procedures.

9.    Physically and mentally able to respond to emergencies and administer CPR and First Aid effectively.

MEMBER INVOLVEMENT SKILLS

       Be informed and up-to-date on the latest developments in your field.

        Acquaint Flat Rock families with other YMCA programs and benefits.

        Develop relationships that promote the building of small communities.

        Recommend participation in a variety of Camp and YMCA programs.

        Support the camp annual campaign, invite families/guests to participate.

        Be able to articulate the role and importance of volunteers.

        Be informed about volunteer opportunities.

        Provide an environment in which valuing diversity is encouraged.

EFFECT ON END RESULT

1.    Participants experience an environment where all individuals are included and engaged becoming confident and inspired.  Help staff and guests grow in their approach to personal responsibility in creating a caring, honest, respectful, safe, nurturing environment.

2.    Equipment and facilities are kept in good repair and condition.

3.    Correspondence and transactions will be processed according to timelines and guidelines provided by the YMCA of Greater Indianapolis.

4.    Deadlines will be met on time in order to provide efficient and effective service to guests, participants and other employees.

5.    Records and data will be maintained accurately and confidentially as needed.

6.    Each program will be the highest quality for everyone to experience enjoyment and success.