Job Description
Job Title: Office Assistant
Reports To: Executive Director
Classification: Part-time, Hourly rate, based on experience
Pay: $18-$20 DOE, 26-30 hrs/wk
FLSA Status: Non-Exempt Location: This job is located in Southern California (Twentynine Palms) on the Marine Corps Air Ground Combat Center. Military installation access will be provided upon hire.
Job Purpose: Under the supervision of the Executive Director, the Office Assistant provides support in the following areas: customer service, administrative, bookkeeping, statistics tracking and any additional tasks to ensure a professionally managed office.
Functions and Duties: 1. Program and Services Management
- Provide program information and/or referral information to all inquiring participants or prospects.
- Answer phone calls and greet all program participants and visitors who enter the facility (ensuring all visitors are checked in appropriately).
2. Administrative Responsibilities
- Accurately maintain finance and donor files.
- Ensure upkeep filing and reference systems are current.
- Maintain monthly digital finance and donor files
- Accurate preparation, copy and filing of all correspondence.
- Record and compile organization monthly demographic statistics.
- Maintain inventory of office supplies and restocks as needed.
- Assist Executive Director and Events Coordinator with coordination and production and outreach events.
3. Financial Responsibilities
- Accurately collects, receipts, and records all income and expenses.
- Accurate and timely preparation and submission of bank deposits at least once a week (frequency may increase as directed by Executive Director).
- Submit required financial paperwork to the Executive Director accurately and on time
4. Attendance/Administration
- Arrives on time daily as scheduled.
- Attends all mandatory training sessions and staff meetings as scheduled.
- Demonstrate an understanding and proper use of the chain of command when addressing situations and concerns.
- Communicates with Executive Director regarding any issues.
- Provides weekly updated status updates on projects.
6. Facility and Equipment Management
- Assist with building/grounds housekeeping.
- Ensure general office space and lobby area is cleaned (to include vacuuming) and trash is removed daily.
- Ensure that all office equipment (computers, large printers, etc.) are maintained, supplied, and functioning correctly, and outsource resolutions as needed.
7. Other duties as assigned by the ED
Working Conditions: - Office environment using computer, scanner, fax machine, and copier, and filing.
- Ability to work under pressure, work with the Executive Director, military personnel, community, and philanthropic organizations, staff, and volunteers.
- Physical demands are sitting at a desk, performing housekeeping and facility maintenance, and the ability to lift up to 40 pounds.
Qualifications: - Must possess high school diploma or equivalent.
- Must be customer service-oriented, have good phone and interpersonal skills.
- Must possess strong computer skills, data input experience and the ability to type proficiently.
- Must have working knowledge of basic bookkeeping skills and be able to meet deadlines.
- Working knowledge of MS Word, Excel.
- Must have an understanding of the military lifestyle.
- Must have valid driver’s license and a clean driving abstract.
- Experience with non-profit organization is preferred.
Post Hire Requirements: - Pass a criminal background check.
- Completion of required Great Academy on-line training courses within 30 days of hire date.
- May occasionally be expected to work at special events outside normal working hours, including some weekends, and/or evenings.
YMCA COMPETENCIES: Volunteerism: Engages volunteers and promotes social responsibility at all levels of the organization.
Critical Thinking & Decision Making: Makes informed decisions based on logic, data and sound judgement.
Functional Expertise: Executes superior technical skills for the role.
Developing Self & Others: Develops self and supports others (e.g., staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential.
Military spouses, veterans and military affiliated job seekers encouraged to apply.
Armed Services YMCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. ASYMCA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics. ASYMCA encourages applicants of all ages.
Armed Services YMCA acknowledges the minimal use of artificial intelligence (AI) technology in our initial recruitment stages. All AI use is coupled with human review and is designed to assist our team in building efficiencies and excelling at focusing on timeliness and communication in our hiring process. Our hiring teams thoroughly evaluate skills and qualifications and make all final hiring decisions.
Job Tags
Hourly pay, Part time, Work at office, Afternoon shift, 1 day per week,