Part Time Administrative Assistant

Position Description – Part-Time Administrative Assistant

CORE FUNCTIONS: 

I. General Office and Administrative Duties 

a. Perform a full range of general office and administrative duties including but not limited to: 

i. Customer Service 

1. Serve as primary contact and/or resource to visitors, vendors, and telephone callers. 

2. Create a helpful, friendly first impression. 

3. Build and maintain relationships with members, families, vendors, and grantors. 

4. Ensure Club safety by monitoring traffic of members, staff, volunteers, and visitors  

entering/exiting the building. 

ii. Order and maintain office supplies and equipment. This includes ensuring appropriate inventory of  supplies, performing preventive maintenance on equipment, and arranging for service and repairs on  equipment as needed. 

iii. Perform data entry and generate reports. 

iv. Receive and distribute mail. 

v. Prepare and compose correspondence, reports, and other documents. 

vi. Create and maintain standard and electronic records, files and record-keeping systems. 

vii. Receive and record employee absences and notify appropriate personnel. 

II. Data Reporting 

a. Ensure all Club sites comply with grant requirements, accurate membership, and data reporting: 1. Data reporting for TeenReach 

2. Grant reporting for Office of Juvenile Justice & Delinquency Programs (OJJDP) 

3. Quarterly/Annual data reporting to Boys & Girls Clubs of America 

4. Other grants as assigned 

III. Special Program Duties 

a. Government Funding Programs: 

i. Attend all webinars and training required for funding as the BGCMV Representative: 

1. TeenReach 

2. OJJDP 

3. CDBG 

4. Child and Adult Food Care Program (CACFP) 

5. 21st Century 

ii. Assist with the yearly application process and maintain program files. 

iii. Obtain and maintain all required grant certifications, including, but not limited to a Food Handler  Certificate. 

iv. Track and ensure all employees maintain certifications required by grants. 

1. Copies of certifications must be maintained and on file. 

v. Provide each Club with the required forms and participation records to complete weekly. Collect forms  monthly, review for accuracy and submit program reimbursements claims. 

vi. Conduct reviews ensuring program guidelines are being followed. 

b. Volunteer Program: 

i. Responsible for coordinating volunteers at Club sites by ensuring all requirements are met (e.g.,  background checks performed, mandatory training completed, hours tracked) and maintaining records  of the same.

c. Van Program: 

i. Ensure that the fleet of agency vans is maintained by filling gas tanks and checking that binder  paperwork is updated. 

ii. Provide mileage logs, vehicle registration and proof of insurance for each van. 

IV. General Club and Administrative Duties 

a. Must be present during Club hours. 

b. Oversee daily needs of the Ontiveros Youth Center, staff, and members when the Club Director is not present. c. Provide Youth Development Professionals coverage at the Ontiveros Youth Center as needed. 

d. Required as a van driver. 

e. Data Reporting: 

i. Update and maintain Club members in data reporting system (MyClubHub). 

ii. Process and enter membership and renewal information. 

f. Manage payments and paperwork concerning Club membership. 

g. Monitor cameras and report any concerns to the Club Director. 

h. Keep the lobby area clean, organized, and welcoming. 

V. Ancillary Duties 

a. Attend and assist with special events both on and off-site within and outside of normal work hours/days. b. Other duties as assigned. 

QUALIFICATIONS: 

• Must possess a high school diploma or equivalent and have experience performing duties as outlined in the job description. • Basic knowledge of standard office procedures and practices (receptionist duties, filing, reports, etc.). • Working knowledge of English grammar, spelling, and punctuation and ability to communicate orally and in writing.  Bilingual in Spanish and English preferred. 

• Ability to use standard office equipment. 

• Intermediate skills in Word/Excel required, and PowerPoint preferred. 

• Proficient typing skills. 

• Ability to perform basic mathematical functions. 

• Ability to identify and solve standard problems and refer more complex problems to appropriate staff. • Ability to respond to routine inquiries and explain standard policies and procedures to others. 

• Must be willing to work in a team environment. 

• Must be able to multi-task efficiently and stay calm and organized in a semi-chaotic environment. • Must possess a valid driver’s license (held for at least 5 years), a clean driving record, and pass the Motor Vehicle Check. • Must be able to lift 25 pounds. 

• Must have reliable transportation.