GENERAL FUNCTION

The Administrative Assistant II, provides support services for the agency, administratively and operationally as required. Processes and tracks money and items coming into the club, keeps all paperwork current and organized. Is knowledgeable of club programming and able to represent the Club in a professional manner. Assists in collection of data and processing reports. Works as part of the program team to achieve the goals and objectives of the organization. This position reports directly to the Branch Director.

This position is part-time

SKILLS

KNOWLEDGE OF:

1. English Usage
2. Spelling, Grammar, and Punctuation
3. Office methods, procedures, and equipment
4. Business letter writing techniques.
5. Computer software including MS Word, Excel, Access, Photoshop and Internet Usage
6. Basic record and bookkeeping skills

ABILITY TO:

1. Work independently in the absence of the Branch Director
2. Analyze situations carefully and refer to appropriate staff for action
3. Understand and carry out oral and written instructions
4. Understand the various programs of the Boys & Girls Club of Greater Ventura
5. Type at least 25 words per minute

QUALIFICATIONS

• Educational requirements: Must be a High School graduate. Some college preferred.
• Willing to attain First Aid/CPR Certification. Administer First Aid/CPR when necessary. (Training to be the responsibility of the Boys & Girls Club.)
• Possession of a Class “C” license for over one year, and a clean drivers record (pre-requisite to driving Club vans)
• Proof of personal auto insurance

ESSENTIAL JOB DUTIES

RECEPTION

1. Presents a professional image while acting as receptionist to all persons, adults and children who come into the office.
2. Answers phone in a professional manner. Gives appropriate information or transfers calls to the appropriate person.
3. Accurately records and distributes phone and verbal messages.
4. Receives and records donated items.
5. Becomes knowledgeable about programs and is able to offer correct information when answering questions.
6. Assists members who have first aid needs or need to reach a parent.

OFFICE DUTIES

1. Collects, records and tracks incoming funds and payments.
2. Responsible for processing contracts for transportation program, making reminder calls for payments, maintaining current paperwork in van drivers’ books.
3. Processes membership applications and keeps records current.
4. Files paperwork in an organized fashion and is able to find records when needed.
5. Keeps appropriate office supplies and forms on hand for self and other employees.
6. Keeps office clean, neat, and professional in appearance.
7. Types correspondence, memos and reports as assigned.
8. Reminds employees to keep time cards current and prints them out for the Branch Director at the end of the pay period.

ADDITIONAL RESPONSIBILITIES

1. Attends weekly Program Staff meetings and All Staff meetings as scheduled.
2. Works as part of the program team in meeting deadlines on special programs and reports.
3. Assists the Branch Director and other staff in any additional office or program duties as assigned.
4. Must be willing to work all Club-wide youth special events as needed.
5. Must be willing to work at special event fundraisers to benefit Club as needed.
6. Must be willing to drive Club vans to transport members to the Club and other program activities in approved club vehicles. Safety training will be provided.
7. Follow the employment rules and dress code as established by the Boys & Girls Club.
8. Perform all other duties deemed necessary to achieve the goals and objectives of the organization.

RELATIONSHIPS

Internal: Maintains close contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions and advise/counsel.

External: Maintains contact with the general public to give and obtain information, either in response to inquiries or as directed by supervisor.