Administrative Assistant at Montclair YMCA – Montclair, New Jersey

Behavioral Assessment Link

POSITION SUMMARY:

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

OUR CULTURE:

At the YMCA of Montclair, we strive to be the Employer of Choice, provide World-Class Service, and be the Charity of Choice. Our goal is to be a place where employees are empowered and excited to come to work. All staff ensure that members experience customer centric, individual attention each day. We strive to be the preferred partner collaborating with others, identifying, and meeting our community needs.

ESSENTIAL FUNCTIONS:

• Provides administrative support to ensure efficient operation of the office.
• Answers phone calls, schedules meetings and supports visitors.
• Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
• Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Supports team by performing tasks related to organization and strong communication.
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Adheres to policies related to boundaries with members, volunteers, staff, and participants.
• Attends required Abuse Risk Management training and adhered to procedures related to managing high-risk activities and supervising members and participants.
• Reports suspicious or inappropriate behaviors and policy violations and follow mandated abuse reporting procedures.

LEADERSHIP COMPETENCIES:

• Collaboration
• Functional expertise
• Program/Project management

QUALIFICATIONS:

• Strong organizational and time-management skills with the ability to prioritize multiple tasks in a fast-paced childcare environment.
• Excellent verbal and written communication skills with families, staff, and licensing representatives.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Canva, and comfort learning childcare management software systems.
• Ability to maintain confidentiality of children’s records, family information, and staff documents.
• Understanding of state childcare licensing regulations, including recordkeeping, attendance, health documentation, and compliance expectations (training will be provided).
• Strong customer service mindset with a warm, professional demeanor.
• Ability to work independently and collaboratively with teaching staff and leadership.
• Comfortable interacting with children and families on a daily basis.
• High school diploma or equivalent education required.
• 3 years of administrative assistant experience
• Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint, and Adobe Acrobat
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Must have a CPR/AED and First Aid Certification OR get certified within 90 days of employment.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

COMPANY BENEFITS:

• YMCA Membership: Enjoy access to our YMCA facilities at no cost.
• 25% Discount on various YMCA Programs
• Employee Referral Bonus: Earn rewards for referring to qualified candidates.
• Employee Discounts: Access exclusive discounts on various products and services.
• Paid Time Off (PTO): Eligibility after 90 days of employment.

HOURLY PAY RATE: $18.00 – $20.00

WORK SCHEDULE: 25 hours per week