YMCA of Metropolitan L.A.
  • 13-Jan-2020 (PST)
  • Administration
  • Los Angeles, CA, USA
  • $18.00-$21.00
  • Hourly
  • Full Time

Includes comprehensive benefits package as well as retirement fund contribution, upon eligibility


The YMCA of Metropolitan Los Angeles is not only the premiere non-profit in LA, it's also a great place to work, make a difference in your community and meet like-minded individuals. The LA area is home to the second largest YMCA Association in the US, with 26 branches, 2 camps and over 50 child care sites. The LA Y is a highly-collaborative, rewarding and fun environment where you will discover your passions, 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

Under the general supervision of the Executive Director, the Administrative Assistant I is responsible for aiding in the successful administration of the business activities of the branch. Responsibilities may include clerical support, campaign administration, records management, office administration, donor collections management, accounts receivable, supporting other staff and work in the accounting staff. The Administrative Assistant I is expected to serve as the office lead support for campaign and provide leadership to keep the branch at the forefront of administration management and business operations.

Qualifications

  • High school Diploma
  • 3 years' experience working in a fast paced office environment
  • Strong oral and written communication skills; proficient in Microsoft Office Programs; data entry and word processing skills

Responsibilities

Campaigns (Capital, Current Support Campaign), Kids To Camp Golf Tournament, Booster Club Dinner, Thanksgiving baskets program, Kids To Camp Direct Mail, and Endowment program.  Use Raisers Edge and Active Net.

  • Work with Executive Director on all fundraising.
  • Keep donor's information accurate in Active Net and Raiser's Edge data base.
  • Organize campaign structure, order campaign cards and support current support campaign in RE.
  • Attend CRT and community gifts campaign meetings.
  • Email appropriate letters, campaign production sheets and information to volunteers and staff.
  • Administer the Thanksgiving baskets program, school and drivers assignments. Attend Thanksgiving basket committee meetings.
  • Staff support to Golf and Booster Club Dinner Committee and all communication with sponsors to the events including solicitation raffle prizes, program dinner booklets, collection of ads, writing and send thank you letters and invoices.
  • Support for Board Meetings
  • Mailings: Pull member and donor addresses for mailings to our members for major mailings including program guides and Kid TO Camp Direct Mail.
  • Attend active net and RE trainings as necessary.

Campaign Secretary

    • Managing all correspondence for Community Support and Capital Campaign, including campaigners, donors and staff.
    • Entering and auditing all production sheets, opportunities, pledges, receipting, thanks and collections and reports.
    • Attend and schedule meeting with leadership team, as needed.
    • Order date tags and campaign plaques.
    • Organize campaign audit teams.
    • Assist with trainings and report meetings.
    • Manage all A/R's for Capital, Golf, Booster, Thanksgiving baskets, special events and Current Support Campaign.
    • Collections call past due pledges collect 93% (7% write-off is standard).  Review all campaign A/R's. 
    • Assist with pledge write-off as necessary.
    • Manage all correspondence, aging, A/R reports and collections.  Make follow-up calls when A/R is 60 days old.
    • Mail monthly bills for campaign, capital campaign, booster and golf.
    • Scan invoices, thank you letters and receipts to those requesting e-communication.
    • Pass campaign audits.
    • Pass Y branch accounting audits.
  • Grant Writing
    • Research grants to match areas of interest for the Y programs, determine eligibility, and apply for community and family grant opportunities.
    • Renew/reapply for grants as necessary.
    • Follow up with organizations about approval/denial of grant requests. 
  • Events Administration:
    • Assist Directors with fundraising functions and meetings for Current Support Campaign, Capital Campaign, Booster Club Dinner, Endowment, Thanksgiving Baskets, special events and Golf Tournament.
  • Database Administration:
    • Establishes and maintains record keeping systems for the Executive Director. 
    • Manages the process of editing and storing selected historical (over 3 years old) data; maintains working files up to date.
    • Keep campaign records for 7 years.
    • Keep storage bin #4 organized.
    • Keep blonde storage area organized.
    • Manages the process of timely communication with Directors and others concerning deadlines, meeting schedules and events.
    • Makes and confirms arrangements for meetings involving the Executive Director; prepares agendas in advance of each meeting detailing pertinent meeting arrangements and anticipated attendance.  Calls volunteers in advance of meetings.
    • Attends Board of Managers meetings as needed.
    • Run program rosters as requested.
  • Accounting assistant
    • Support Jr. Leaders and Tiny Toy Camp with rosters and payments for the summer programs
    • Work with Program directors of these programs.

General Duties

  1. Provide general assistance and information to the Administrative Directors
  2. Stay 3 months ahead on planning and implementing duties
  3. Perform other duties as may be requested by the Executive Director
YMCA of Metropolitan L.A.
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