Administrative Assistant

OLD COLONY Y JOB DESCRIPTION
TITLE: Administrative Assistant, OCC CJSC JOB CLASSIFICATION: Non-Exempt
REPORTS TO: Director, OCC Community Justice Support Center
JOB SUMMARY
The Administrative Assistant will provide a variety of office management, data collection and
reporting duties for the Center. S/he will answer telephone calls, register participants and perform
functions as directed by the Program/Treatment Manager(s). S/he will reflect and display the values
of caring, honesty, respect and responsibility.
JOB FUNCTIONS:
Program/Department Responsibility:
 Register participants as they enter the Center.
 Answer telephones in a professional and courteous manner.
 File reports, reviews, log drug testing results and place in participant files.
 Organize the flow of information, phone messages, faxes, mail and electronic information to the
appropriate staff.
 Maintain appropriate forms, replenish office supplies, unit supplies, effectively use purchase
orders and vouchers in accordance with Association procedures monthly as directed.
 Maintain accurate and efficient records, as well as record keeping/filing for the program.
 Participate in supervision with the Program/Treatment Manager as needed.
 Attend staff meetings as assigned.
 Work cooperatively with OCC, Probation, Parole and other agency personnel at the Center.
 Establish and maintain positive working relationships with the funding sources and the
community at-large.
 Collection and documentation of urine screens as needed.
 Other duties as assigned or directed by the supervisor(s).
Supervision of Personnel: None.
Fiscal Responsibility: Adhere to all fiscal policies and procedures such as petty cash, purchase
orders, vouchers and employee expenses as requested.
Facility/Housekeeping Responsibility: Ensure that the Administrative Assistant’s office meets the
highest standards of cleanliness and maintenance.
Interdivisional/Community/Volunteer Responsibility:
 Attend all assigned meetings.
 Actively participate in the Y’s Annual Campaign.
YMCA LEADERSHIP COMPETENCIES - LEADER
Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve
others and fulfill community needs. Recruits volunteers and builds effective, supportive working
relationships with them. Supports fundraising.
Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and
perceptions. Builds rapport and relates well to others. Seeks first to understand the other
person’s point of view and remains calm in challenging situations. Listens for understanding and
meaning; speaks and writes effectively. Takes initiative to assist in developing others.
Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to
another. Embraces new approaches and discovers ideas to create a better member experience.
Establishes goals, clarifies tasks, plans work, and actively participates in meetings. Follows
budgeting policies and procedures, and reports all financial irregularities immediately. Strives to
meet or exceed goals and deliver a high-value experience for members.
Personal Growth: Pursues self-development that enhances job performance. Demonstrates an
openness to change, and seeks opportunities in the change process. Accurately assesses personal
feelings, strengths, and limitations and how they impact relationships. Has the functional and
technical knowledge and skills required to perform well; uses best practices and demonstrates upto-date knowledge and skills in technology.
EDUCATION/EXPERIENCE REQUIREMENTS
 Two year Associates Degree or equivalent training/education.
 Proficiency in Microsoft Word, Excel, Outlook and Teams.
 Attention to detail and accuracy a must.
 Some evening availability required.
 Some traveling required for meetings and trainings
 Must be able to sit, stand, bend and walk during the work day.
Closing Statement: To enhance the overall operation of the Old Colony Y and support team work, the
Administrative Assistant will accept additional responsibilities as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS
 Two year Associates Degree or equivalent training/education.
 Proficiency in Microsoft Word, Excel, Outlook and Teams.
 Attention to detail and accuracy a must.
 Some evening availability required.
 Some traveling required for meetings and trainings
 Must be able to sit, stand, bend and walk during the work day.