Address
Form of workGENERAL FUNCTION
Under the direction of the Senior Director of Childcare & Community Outreach, this position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening the community through youth development, healthy living, and social responsibility. The Administrative Assistant for Programs will provide clerical and administrative support to the Senior Program Directors and departments as assigned requiring a high level of detail and confidentiality.
ESSENTIAL FUNCTIONS
- Serve as childcare registrar for licensed childcare programs. This includes but is not limited to:
- Managing the waiting list by communicating with parents and Y program directors on needs and availability
- Registration and payment setup in Daxko (operating system),
- Enrollment packet review to ensure they are completed and meet Kansas licensing requirements and prepare copies for program departments
- Work with the Finance Specialist on payment status to maintain enrollment.
- Serve as backup to childcare billing and EBT payment application.
- Assist in Birthday Parties and facility rentals.
- Assist in Child Care Programs and stay within Kansas Department of Health and Environmental licensing regulations.
- Complete 16 in-service training hours per year as required by state regulations.
- Perform administrative duties as needed including confidential management of files, copying, typing, data entry, etc. for the Sr. Director of Childcare & Community Outreach, Sr. Director of Programs, and their assigned departments. Accept additional responsibilities as may be assigned by YMCA Directors while maintaining day-to-day responsibilities.
- Maintain appropriate records for all statistics, making sure that all documents are completed and filed accurately. Assist in the filing, accuracy, and retention of required documents for audits.
- Process all monthly/quarterly related reports as needed.
- Work with departments and Executive Assistant for supply ordering. May require travel to assigned vendors.
- Assist as needed in other program departments such as SAAC, Child Nutrition, Your & Family, Sports, Wellness, and Aquatics.
- Assist with special events as time permits.
- Communicate with members in a professional and courteous way when dealing with billing questions or needs.
- Provide exceptional customer service by greeting all participants, maintaining a clean and safe facility, and demonstrating professional conduct at all times.
- Responds to challenges with possible solutions in a timely manner.
- All other duties as requested.
QUALIFICATIONS
- High school diploma or equivalent required.
- Minimum of two years of successful customer service and business office work experience.
- Experience in administrative support, keying, data entry, and knowledge of the computer software packages (Microsoft Office) and willing to learn additional internal specialized software systems.
- Ability to work with people through excellent written and oral communication skills, problem-solving expertise, and conflict-resolution skills.
- Certifications: CPR, First Aid, TB test within 30 days of hire.
- Must possess computer skills necessary to efficiently and accurately enter and track data.
- Must support and represent the overall association’s goals and philosophies.
- The ideal candidate will be reliable, organized, energetic, and an outgoing self-starter with the ability to multi-task in a fast-paced environment.
- This person must have a positive attitude, be able to build relationships with people in a friendly and consistent manner, and support and portray the Y’s core values of caring, honesty, respect, and responsibility.
WORK ENVIRONMENT & PHYSICAL DEMANDS
- Must regularly lift and/or move up to fifty (50) pounds, and occasionally move up to seventy-five (75) pounds in the form of supplies or equipment.
- Able to sit, stand, and bend to perform appropriate tasks.
- Must be able to move at an appropriate pace to respond to emergencies.
- Follow all safety requirements of the Salina Family YMCA.
- May be required to stand for extended periods of time.
- Work in different temperature environments.
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
YMCA COMPETENCIES (Leader):
- Mission Advancement: Accepts and demonstrates the Y’s values of caring, honesty, respect, and responsibility. Demonstrates a desire to serve others and fulfill community needs.
- Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations, listens for understanding meaning, speaks and writes effectively. Takes initiative to assist in developing others.
- Operational Effectiveness: Makes sound judgments and transfers learning from one situation to another, establishes goals, clarifies tasks, plans work and actively participates in meetings, strives to meet or exceed goals, and delivers a high-value experience for participants.
- Personal Growth: Pursues self-development that enhances job performance, demonstrates an openness to change and seeks opportunities in the change process, accurately assesses personal feelings, strengths, and limitations and how they impact relationships have the functional and technical knowledge and skills required to perform well.
EFFECTS ON END RESULTS
- This position has a direct impact on the effectiveness and efficiency of the departments in which they are involved. Providing positive relationships and support will directly increase and maintain strong employee and member retention and morale.
This job description is not intended to be all-inclusive but to give a basic structure of the duties; the employee may be requested to perform other reasonable related duties as assigned by the supervisor. Job descriptions and assignments may be modified when deemed appropriate by management.
