YMCA of Metropolitan L.A.
  • 13-May-2019 to 10-Jun-2019 (PST)
  • Administration
  • Lancaster, CA, USA
  • 12.50 - 16.50
  • Hourly
  • Part Time (< 30 hours)

The YMCA of Metropolitan Los Angeles is not only the premiere non-profit in Los Angeles, it is also a great place to work, make a difference in your community and meet like-minded individuals. With twenty-six branches, three camps and over fifty child care sites, the LA Y is a highly-collaborative, rewarding and fun environment where you will discover your passion, grow your career and make an impact!

We believe in the four Core Values of Caring, Honesty, Respect and Responsibility and understand that our staff are our biggest asset! We strive to create high-performing, strong teams in each of our branches and are looking for passionate and enthusiastic staff who will help us to strengthen our impact, empower our community and deliver incredible programming!

Position Description

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.

Qualifications

  • High school Diploma or equivalent
  • 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

Responsibilities

  1. Provide a full range of administrative, clerical and department support including, but not limited to:
    a) Word processing production for the administrative office
    b) Assist in phone reception
    c) Prepare and coordinate mail, faxes and express package as needed
    d) Provide administrative support, including the composition and preparation of routine correspondence and presentations using computer software applications
    e) Perform photocopying and other production services
    f) Prepare and maintain Administrative Assistant procedures
    g) Advise supervisor of any issues to ensure excellent customer service at all times
  2. Accounts Payable & Accounts Receivable
    a) 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
    b) Ensure and follow up to ensure that all bills / invoices are paid in a timely matter
    c) 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
    d) Ensure monthly bills are reviewed, printed and mailed, if necessary
    e) 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
    f) 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
  3. Collections
    a) Fill responsibilities of the Receivables Manager for Membership and Programs, according to
    YMCA Collections Procedures
    b) Process all ATS rejects and returned NSF checks by making appropriate account
    adjustments (reverse receipt, create a debit memo for return fee, etc.)
    c) Prepare Aging Reports twice monthly according to Collections Procedures
    d) Prepare and send out invoices for delinquent membership and program accounts
    e) Communicate with both Senior Program Director(s) and Membership Receivables
    Coordinators with regard to all collections information and records
    f) Prepare Debit Memo A/R Reports and provide Senior Program Director(s) and Executive
    Director with collected and uncollected totals twice per month
  4. Assist with the Human Resources and Payroll functions
    a) Maintain employee files and ensure that all confidential information is kept locked at all times
    b) Completed all termination documentation on a timely matter with the approval of Metro HR
    and Executive Director
    c) Completed and submit proper documentation for any Leave of Absences and workers comp
    to Metro HR
    d) Maintain all employee bulletins up-to-date
    e) Process all employee insurance documentation on a timely matter. During Open
    Enrollment, submit all documentation on time
    f) Collect, check, and submit all hourly payroll according to Metro's due dates
YMCA of Metropolitan L.A.
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