Administrative Assistant

YMCA • Overland Park, KS

279d • $18 - $19

About The Position

The Administrative Assistant is a highly visible position, providing the first impression of the Y with visitors and callers to the Association Office and highly visible with volunteers at Association Board meetings and functions. The position is responsible and accountable for administrative duties and assisting with various projects and assigned departmental activities. Schedule is generally Mon-Fri 8:30am-5:00pm but may include extended hours to support meetings and special events.

Requirements

• Associate's degree or the equivalent combination of education and experience in related field preferred.
• Minimum of two year's administrative or office experience.
• Strong verbal and written communication skills including phone skills.
• Ability to provide outstanding customer service.
• Experience and ability to work productively with minimal supervision.
• Able to make independent and sound decisions in a fast paced environment.
• Able to exercise high levels of discretion and confidentiality.
• Detail oriented with good organizational skills, and be multi-task proficient.
• Have a general understanding of and proficiency with computer technology (i.e., Microsoft Word and Excel).
• Works effectively with people of different backgrounds, abilities, opinions and perceptions.
• Must maintain a current motor vehicle license and acceptable driving record that meets YMCA standards.
• Must have transportation and able to assist with work errands as needed.

Responsibilities

• Welcome onsite visitors, determine the nature of business and announce visitors to appropriate personnel by providing exceptional customer service.
• Answer phone lines according to YMCA phone procedures and direct calls to appropriate staff in a friendly and courteous manner.
• Exercise appropriate discretion and judgment when performing duties.
• Serve as point of contact for Association Office, to include building maintenance needs, conference room reservations, ordering office supplies, kitchen supplies, office equipment repair, etc.
• Prepare and send deliveries including receiving, sorting and routing daily postal mail and weekly courier service.
• Ensure overall office space is professional, attractive and safe. Maintain cleanliness and orderliness of the welcome center, conference rooms, and kitchen including restocking of water, snacks, copy paper, kitchen and coffee supplies.
• Notify appropriate associates of any unsafe conditions, needed repairs, complaints, accidents, or injuries immediately.
• Manage supply inventory levels including ordering and receiving of office and kitchen supplies.
• Orient new associates on general office procedures, ensuring a smooth, welcoming integration to include preparing their desk area for initial use, provide dress for your day guide, assist with obtaining parking badges, provide a tour of the Association Office, etc.
• Provide support for the functions of the Board of Directors. Assist the Senior Executive Assistant in planning and implementation of Board of Directors meetings and socials including ordering supplies and food, setup, greeting of guests and help with clean up.
• Produce and compose simple documents, spreadsheets, e-mails, etc.
• Perform general office duties such as copying, collating packets and bulk mailings.
• Assist with digital signatures requests and routing of signed contracts or agreements to appropriate personnel. Electronically archive and access Y contracts and agreements as needed.
• Assist with planning, set up and implementation of monthly Association Office meetings.
• Assist with ordering food for group meetings and flowers for recognition, celebrations or in memory of someone.
• Provide timely administrative coding of expenses.
• Provide backup coverage during the Senior Executive Assistant's vacations and sick time.
• Handle special administrative projects and duties as assigned by Senior Executive Assistant and provide support for Association Resource Center projects as requested.

Benefits

• FREE Y household membership
• Competitive Benefits
• Y Retirement Fund

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Social Assistance
• Education Level: Associate degree