Administrative Assistant

Under the supervision of the Program Director, the Administrative Assistant will represent the Old Colony YMCA (OCY) STRIVE Program in a positive and professional manner resulting in a friendly, safe, convenient and courteous environment for clients and fellow employees.

The Administrative Assistant will thoroughly monitor and facilitate all billing/bookkeeping/filing and client chart maintaining practices for the program, and provide support for all departments by completion of various administrative tasks. Tasks include, correspondence, data entry, handling communications, submission of billing, collection of staff driver's records, monitoring and documenting training compliance, submission of purchase orders etc.

Typical job responsibilities will include:

• Provide clerical support and assistance
• Maintain accurate intake and discharge records for billing
• Ensure that all client charts are created and maintained to funder standard
• Answer and direct incoming telephone calls, providing effective customer service when responding to phone calls and greeting consumers
• File and maintain accurate and efficient records
• Order program supplies within designated budget and maintain inventory
• Maintain and remit weekly census to funder
• Track and collect Quarterly Data Collection Forms and submit in quarterly reports
• Obtain and maintain current Certificates of Liability from vendors
• Maintain staff training records
• Function as Keeper of the Records for court requested records; retrieving and copying records from storage, obtaining notarization of signature and delivering records to court
• Maintain responsibility for proper use and upkeep of phone system, copier, office computers etc. and act as the liaison with OCY IT Department for all computer and software maintenance
• Ensure all correspondence is placed within the proper OCY branding
• Provide clerical support as needed for other programs of the OCY
• Provide friendly and courteous service to all clients, members, volunteers and contacts (DYS, courts, agencies, etc.)
• Contribute to a positive work environment by illustrating pride in job performance, enthusiasm and cooperation with co-workers.
• Adhere to all fiscal policies and procedures of the OCY.
• Maintain accurate records and invoices for the purposes of fiscal audits

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• Customer service: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Lowell, MA 01854: Relocate before starting work (Required)

Work Location: In person