The Administrative Assistant is responsible for aiding in the successful administration of the business activities of the branch. Responsibilities may include clerical support, records management, equipment management, office administration, branch collections management, accounts receivable, accounts payable, as well as assisting with, human resources/payroll needs. The Administrative Assistant is expected to serve as the Back Office lead and provide leadership to keep the branch at the forefront of administration management and business operations.
Areas of Responsibility:
Provide a full range of administrative, clerical and department support including, but not limited to:
- Word processing production for the administrative office
- Assist in phone reception
- Prepare and coordinate mail, faxes and express package as needed
- Provide administrative support, including the composition and preparation of routine correspondence and presentations using computer software applications
- Perform photocopying and other production services
- Prepare and maintain Administrative Assistant procedures
- Advise supervisor of any issues to ensure excellent customer service at all times
Accounts Payable & Accounts Receivable
- Ensure that prompt administration and tracking of vendor invoices and back office processing of member check refunds are sent to Metro and that member credit card refunds are filed at the branch
- Ensure and follow up to ensure that all bills / invoices are paid in a timely matter
- Ensure the daily preparation of cash reports and deposits, including end of day audit and making error corrections are done and that cash reports are sent to Metro daily, if necessary
- Ensure monthly bills are reviewed, printed and mailed, if necessary
- Ensure preliminary and final ATS reports for Metro are prepared, monitoring accuracy of member account information, researching needed changes, and updating incorrect information to ensure 100% accuracy for ATS run
- Ensure member receivables, including account inquiries, transactions, receipts, delinquencies, processing open A/R payments, making adjustments, creating credit and debit memos, adjusting over/under payments, creating invoices, etc are managed properly
Collections
- Fill responsibilities of the Receivables Manager for Membership and Programs, according to YMCA Collections Procedures
- Process all ATS rejects and returned NSF checks by making appropriate account adjustments (reverse receipt, create a debit memo for return fee, etc.)
- Prepare Aging Reports twice monthly according to Collections Procedures
- Prepare and send out invoices for delinquent membership and program accounts
- Communicate with both Senior Program Director(s) and Membership Receivables
- Coordinators with regard to all collections information and records
- Prepare Debit Memo A/R Reports and provide Senior Program Director(s) and Executive Director with collected and uncollected totals twice per month
Assist with the Human Resources and Payroll functions
- Maintain employee files and ensure that all confidential information is kept locked at all times
- Completed all termination documentation on a timely matter with the approval of Metro HR and Executive Director
- Completed and submit proper documentation for any Leave of Absences and workers comp to Metro HR
- Maintain all employee bulletins up-to-date
- Process all employee insurance documentation on a timely matter. During Open Enrollment, submit all documentation on time
- Collect, check, and submit all hourly payroll according to Metro's due dates
Educational Background:
High school Diploma or equivalent
Skills/Experience:
- A minimum of 2 years of experience working in a fast paced office environment, preferred
- Strong oral and written communication skills, proficient in Microsoft Office Programs, data entry and word processing skills
Compensation/Benefits:
Salary: $27,560.00 - $32,240.00
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 3 2019
Active Until:
Mar 4 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit