Camp Office Administrative Assistant

YMCA of Honolulu•Waialua, HI

13h

About The Position

The Camp Office Administrative Assistant supports YMCA Camp H.R. Erdman’s mission of strengthening the community through positive, life-changing experiences for individuals, groups, and families. The role provides clerical and administrative support across departments and helps ensure guests and campers have an excellent experience before and during their stay. Duties include reservation follow-up, collecting and filing paperwork, processing payments, and supporting front-office operations, accounts receivable, events, and marketing.

Requirements

Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
Previous customer-service experience, including answering phones, greeting customers, and handling customer concerns.
Basic accounting skills.
Computer experience with MS Word, Excel, Publisher, and PowerPoint, or Google Docs, Sheets, Forms, and Slides.
At least 18 years of age.
Current TB test.
Successfully complete a comprehensive background screening, including criminal and sex-offender checks.
Complete mandatory Praesidium training and uphold professional boundaries and child-abuse prevention responsibilities.

Responsibilities

Welcome and assist walk-in visitors and on-site guests, provide camp tours, and share basic information about programs, the mission, and facilities.
Respond to inquiries by answering phone calls, following up on voicemails, and replying to emails in a timely and professional manner.
Verify, sort, and distribute incoming and outgoing mail.
Maintain an organized, clean reception desk and office interior.
Assist registrants with online registration, process payments, follow accounts-receivable procedures, and collect and file group and camper-family forms, documents, and waivers.
Assist with check-ins and check-outs and coordinate communication between departments.
Assist the Office Manager with monthly inventory reports and bank deposits.
Provide annual campaign and staff and community event assistance.
Assist with Camp Store duties and organize the Camp Store and event merchandise.
Manage office equipment and supplies.
Assist with monthly accounts-receivable collections, code invoices for processing, handle petty-cash requests and monthly reporting, and make bank runs.
Collect photos and videos of camp activities daily.
Assist with creating and executing a social media strategy aligned with the YMCA mission.
Assist with creating YMCA-branded marketing materials, including flyers, pamphlets, and banners for activities, programs, and events.
Immediately report suspicious or inappropriate behavior and policy violations to a supervisor and comply with YMCA and State of Hawaii abuse-reporting requirements.
Reinforce staff and volunteers’ adherence to policies and procedures related to abuse risk.
Respond seriously and confidentially to reports of suspicious or inappropriate behavior and respond quickly to policy and procedure violations using the organization’s progressive disciplinary procedures.
Perform other duties as assigned.