Administrative Specialist

YMCA Virginia Peninsulas•Heathsville, VA

About The Position

Under the supervision of the Center Executive and in harmony with the mission and purpose of the established policies and goals of the YMCA of the Virginia Peninsulas, the Administrative Specialist is a member of a team responsible for the administrative, HR, and Business Operations for Association Centers. The Administrative Specialist will support accounts payable, human resources, membership and general administration.

Requirements

Minimum 21 years of age.
A Minimum of one (1) year of experience working in an office environment is required.
Must possess excellent oral and written communication skills with attention to detail.
Must be able to work with diverse populations and age groups.
Working knowledge of computers and experience with various software applications with computer proficiency in Microsoft Office.
Must meet all requirements to obtain a Virginia Notary Commission.
Must be able to learn and utilize proprietary software.
Must be organized, juggle multiple tasks, and prioritize efficiently.
Ability to interact with people from all ethnicities, ages, and lifestyles.
Must project a consistently positive demeanor.
Must be able to remain calm in stressful situations and conversations.
Certification in CPR/First Aid/AED/O2 required within 60 days of hire.
Complete and maintain required training, including New Employee Orientation (NEO), Bloodborne Pathogens, Child Abuse Prevention (CAP), and Sexual Harassment.
Satisfactory completion of a criminal background check and Child Protective Services check.
Ability to read, analyze, and interpret documents.
Ability to respond effectively to inquiries or complaints.
Ability to apply mathematical concepts to practical situations.
Ability to reason and define complex problems with direction.
Advanced knowledge of current YMCA membership software.
Ability to meet the physical demands of this position, which include mobility for travel, working at various locations, and participating in events sponsored by the Association.

Nice To Haves

Associate’s degree in a related field preferred

Responsibilities

Facilitate and process all accounts payable for the center, promptly forwarding documents to Center Services.
Support the Association’s Purchasing Card System and needs to include but not be limited to training, auditing cardholder statements, and generating monthly reports and statements.
Assist with Annual and Capital Campaign Support at the Center Level.
Assist with Association Software and Internal Controls, including deposits, safe, and cash handling audits.
Assist as needed in other areas of business transactions, including board meetings and special events.
Support collecting Independent Contractor Documents and securing W9 information from Association vendors.
Administer center staff onboarding process to include all new hire paperwork and background checks, monitor completion of pre-hire training (Safety, Redwoods, and LCDC), and notify the Payroll Administrator once all pre-hire work is completed.
Ensure compliance with federal, state, and local employment laws, regulations, and YMCA policies.
Administers background and reference-checking practices.
Submit completed HR paperwork to Center Services weekly.
Enter and track all training in Dayforce, including pre-hire, annual association, Risk Management, and departmental training.
Assist Centers in monitoring the payroll system for timesheet errors.
Ensure Center leadership meets deadlines for payroll processing.
Order nametags, office supplies, business cards, and staff attire.
Work membership desk as assigned - Ensure everyone who enters the building is greeted, checked-in, and newly processed when necessary.
Specifically greet members by their name as they are scanned into the system.
Responsible for completing membership/program paperwork and processes into current YMCA operations systems.
Maintain the Volunteer Matters database for onboarding, board attendance, and special events data entry.
Act as a leader in emergency situations.
Report any accidents or incidents according to the Emergency Communication Action Plan promptly.
Ensure all members, guests, and program participants are safe and actively follow the center's Emergency Operations Plan (EOP).
Support the mission, vision, and goals of the YMCA.
Promote a professional values-based culture by leading with the values of caring, honesty, respect, and responsibility.
Lead in a manner that advances our cause to strengthen the foundations of the community through programs that focus on youth development, healthy living, and social responsibility.
Promote and participate in YMCA fundraising efforts.
Travel to other Association Centers, attend staff meetings and trainings.
Carry out other related duties as necessary by center operations to ensure an excellent member experience.