Administrative Assistant

CORE FUNCTIONS:

1. General Office and Administrative Duties
   1. Perform a full range of general office and administrative duties including but not limited to:
      1. 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.
         5. Assist and sign guests in.
      2. 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.
      3. Perform data entry and generate reports.
      4. Receive and distribute mail.
      5. Prepare and compose correspondence, reports, and other documents.
      6. Create and maintain standard and electronic records, files and record-keeping systems.
      7. Prepare petty cash deposits.
      8. Receive and record employee absences and notify appropriate personnel.
      9. Serve as back-up for processing payroll.

1. Data Reporting
   1. Ensure all Club sites comply with grant requirements, accurate membership, and data reporting:
      1. Data reporting for Teen Reach
      2. Grant reporting for OJJDP
      3. Data reporting for Davenport CDBG
      4. Data reporting for 21^st Century to Moline High School.
      5. Quarterly/Annual data reporting to BGCA

1. Special Program Duties
   1. Government Funding Programs:
      1. Attend all webinars and training required for funding as the BGCMV Representative.
         1. Teen Reach
         2. OJJDP
         3. CDBG
         4. CACFP
         5. 21^st Century
      2. Assist with the yearly application process and maintain program files.
      3. Obtain and maintain all required grant certifications, including, but not limited to a Food Handler Certificate.
      4. Track and ensure all employees maintain certifications required by grants.
         1. Copies of certifications must be maintained and on file.
      5. Provide each Club with the required forms and participation records to complete weekly.  Collect forms monthly, review for accuracy and submit program reimbursements claims.
      6. Conduct reviews ensuring program guidelines are being followed.
   2. Quality Programing:
      1. Monitor and ensure Club programing at the Ontiveros Youth Center aligns with BGCA’s Core Curriculum and 5 Key Elements for Positive Youth Development.
      2. Monitor and ensure Club programing is planned, prepare for, and implemented daily and report findings to the Director of Operations.
      3. Assist in coaching and mentoring Ontiveros Youth Center Club Youth Development Professionals in successfully achieving quality programing.
      4. Assist in implementation of member assessments such as, but not limited to NYOI.
      5. Assist in planning, preparing for, and implementing Club Events (e.g., Family Carnival).
   3. Volunteer Program:
      1. 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 same.
   4. Van Program:
      1. Ensure that the fleet of agency vans is maintained by scheduling routine service and arranging needed repairs.
      2. Provide mileage logs, vehicle registration and proof of insurance for each van.

1. General Club and Administrative Duties
   1. Must be present during Club hours.
   2. Oversee daily needs of the Ontiveros Youth Center, staff, and members when the Club Director is not present.
   3. Provide YDP coverage at the Ontiveros Youth Center as needed.
   4. Required as a van driver.
   5. Data Reporting:
      1. Update and maintain Club members in data reporting system.
      2. Complete daily Batch Scanning.
      3. Complete daily Night Reports
      4. Process and enter membership and renewal information.
   6. Manage payments and paperwork concerning Club membership.
   7. Monitor Cameras and report any concerns to the Club Director.
   8. Keep the lobby area clean, organized, and welcoming.

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

• Must possess a high school diploma or equivalent and have some experience performing duties related to those outlined in the job description.
• Basic knowledge of standard office procedures and practices.
• 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.
• Ability to use standard work processing and related computer software packages. Working knowledge of Excel and QuickBooks 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 multitask efficiently.
• 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.