Administrative Assistant

Old Colony YMCA•Fall River, MA

About The Position

Under the direction of the Director of Community Service Network, the Administrative Assistant represents the Old Colony Y professionally and helps provide a friendly, safe, convenient, and courteous environment for members, clients, volunteers, and fellow employees. The role manages and operates the YMCA’s general secretarial procedures. The Community Services Program is a continuing partnership between the Department of Youth Services and the Old Colony Y. It serves DYS-committed youth returning to their home communities from residential or treatment programs. The program supervises youth to help prevent continued delinquent behavior by building skills, providing opportunities, and enhancing individual and family strengths.

Requirements

High school diploma.
Knowledge of the juvenile justice system in the Commonwealth of Massachusetts.
Good communication skills.
Ability and expertise in using Microsoft Office and other computer applications, including the internet.
Attention to detail and accuracy.
Prior experience working with youth.
A minimum of one year of experience directly in juvenile justice, child welfare, behavioral health, or a demonstrably related field.
Valid Massachusetts driver’s license.

Responsibilities

Manage the clerical workload.
Act as the office receptionist and answer the telephone.
Greet youth, families, and visitors, and monitor the office entrance.
Type reports and transcribe as needed.
Submit quarterly, monthly, and/or weekly documents and reports.
Maintain staff itineraries and a master staff schedule.
Maintain working knowledge of and access to the DYS Juvenile Justice Enterprise Management System (JJEMS), and enter data as requested.
Order office supplies and monitor office equipment.
Manage daily transactions and youth movements as requested.
Attend the weekly team meeting and record business minutes.
Document and report building maintenance needs.
Handle administrative tasks associated with transferring documents and submit record requests as needed.
Assist with planning and coordinating meetings, special projects, and events.
Create office documents using Microsoft Word, Excel, and PowerPoint, and maintain an up-to-date catalogue of required agency forms.
Represent the Old Colony Y professionally and contribute to a friendly, safe, convenient, and courteous environment.
Demonstrate the YMCA leadership competencies in mission advancement, collaboration, operational effectiveness, and personal growth.