Administrative Specialist

Imagine being part of one of the most respected human services organizations in the world—a place where your work positively influences the lives of others, a place where you thrive in a values-based environment, a place where you are building a better future for yourself and your community.

General Function:       

Under the supervision of the Center Executive and in harmony with the mission and purpose of the established policies and goals of the YMCA of the Virginia Peninsulas, the Administrative Specialist is a member of a team responsible for the administrative, HR, and Business Operations for Association Centers. The Administrative Specialist will support accounts payable, human resources, and general administration.

Qualifications: 

1. Minimum 21 years of age.
2. Associate degree in a related field preferred; a Minimum of one (1) year of experience working in an office environment is required.
3. Must possess excellent oral and written communication skills with attention to detail.
4. Must be able to work with diverse populations and age groups.
5. Working knowledge of computers and experience with various software applications with computer proficiency in Microsoft Office.
6. Must be able to learn and utilize proprietary software.
7. Must be organized, juggle multiple tasks, and prioritize efficiently.
8. Ability to interact with people from all ethnic backgrounds, ages, and lifestyles.
9. Must project a consistently positive demeanor.
10. Must be able to remain calm in stressful situations and conversations.
11. Certification in CPR/First Aid/AED/O2 required within 60 days of hire.
12. Complete and maintain required training, including New Employee Orientation (NEO), Bloodborne Pathogens, Child Abuse Prevention (CAP), and Sexual Harassment.
13. Satisfactory completion of a criminal background check and Child Protective Services check.

Essential Functions:  

1. Support the mission, vision, and goals of the YMCA.
2. Promote a professional values-based culture by leading with the values of caring, honesty, respect, and responsibility.
3. Lead in a manner that advances our cause to strengthen the foundations of the community through programs that focus on youth development, healthy living, and social responsibility.
4. Promote and participate in YMCA fundraising efforts.
5. Travel to other Association Centers, attend staff meetings, and trainings.
6. Carry out other related duties as necessary by center operations to ensure an excellent member experience.

Finance

7. Facilitate and process all accounts payable for the center, promptly forwarding documents to Center Services.
8. Supports the Association’s Purchasing Card System and needs to include but not be limited to training, auditing cardholder statements, and generating monthly reports and statements.
9. Assist with Annual and Capital Campaign Support at the Center Level.
10. Assist with Association Software and Internal Controls, including deposits, safe, and cash handling audits.
11. Assist as needed in other areas of business transactions, including board meetings and special events.
12. Supports collecting Independent Contractor Documents and securing W9 information from Association vendors. 

Human Resources

13. Administer center staff onboarding process to include all new hire paperwork and background checks, monitor completion of pre-hire training (Safety, Redwoods, and LCDC), and notify the Payroll Administrator once all pre-hire work is completed.
14. Ensure compliance with federal, state, and local employment laws and regulations, and YMCA policies.
15. Administers background and reference checking practices.
16. Submit completed HR paperwork to Center Services weekly.
17. Enter and track all training in Dayforce, including pre-hire, annual association and Risk Management, and departmental training.
18. Assist Centers in monitoring the payroll system for timesheet errors.
19. Ensures Center leadership meets deadlines for payroll processing.
20. Order nametags, office supplies, business cards, and staff attire.

Program

21. Maintain the Volunteer Matters database for onboarding, board attendance, and special events data entry.

Risk Management

22. Act as a leader in emergency situations. Report any accidents or incidents according to the Emergency Communication Action Plan promptly.
23. Ensure all members, guests, and program participants are safe and actively follow the center's Emergency Operations Plan (EOP).

YMCA Competencies (Leader):

Engaging Community, Communication and Influence, Inclusion, Collaboration, Functional Expertise.

Skills and Ability Requirements:

1. Ability to read, analyze, and interpret documents. 
2. Ability to respond effectively to inquiries or complaints.
3. Ability to apply mathematical concepts to practical situations. 
4. Ability to reason and define complex problems with direction. 
5. Advanced knowledge of current YMCA membership software.
6. Ability to meet the physical demands of this position, which include mobility for travel, working at various locations, and participating in events sponsored by the Association.

Effect on End Results:

1. Streamlined processes are in place to ensure business and HR operations compliance.
2. A high degree of member satisfaction is achieved as measured by Net Promoters.
3. A positive image of the YMCA is portrayed to members, staff, volunteers, and the community.
4. A pleasant and comfortable working environment is maintained for all staff.
5. Relationships are strengthened through intentional interactions.
6. The facility will be safe, clean, and enjoyable, as measured by Q Checks and Risk Management Audits.
7. Superior quality standards are met.  

Excellent benefits, including 12% retirement upon meeting the requirements of the National YMCA Retirement Fund.  65% employee paid health/dental insurance, FSA, $25,000 Life/AD&D policy, vacation and sick leave.  Includes YMCA Family Membership.