Administrative Specialist

Membership/Program Services

• Successfully completes critical aspects of deliverables related to the business functions of membership and programs including but not limited to account maintenance, renewals, invoicing, bank drafts and returned payments. 
• Accurately performs processes to collect and enter membership and program information into database system.  
• Assists in troubleshooting database processes and issues on behalf of the users.
• Monitors the integrity of data entered and takes appropriate action with users to remediate errors.
• Provides high quality customer service to members and program participants over the phone and in person.  

Leadership

• Provides support, guidance and leadership to other staff and acts as a resource for area of responsibility.
• Places training, development and preparing branch staff to be effective in their positions as a priority and provides quality new hire Director training and ongoing mentoring/coaching and training opportunities related to area of responsibility. 

Other

• Compiles, maintains and submits or distributes external and internal reports.
• Uses creativity and initiative to generate and propose ideas and best practices that keep the operations of the department up to date and efficient.  Conducts research as needed.  
• Provides back-up assistance to other staff within the administrative office.
• Develops and maintains procedures for job duties.
• Keeps informed of Association policies and procedures, answers internal and external questions.
• Monitors and maintains departmental record systems, files and paperwork.
• Maintains a working knowledge of the databases related to the job functions. Takes initiative to remain up to date on the capabilities of the systems and actively implements into department processes/procedures.
• Maintains flexibility as workloads change throughout the department and assumes responsibilities to support the ongoing success of the YMCA as a whole.  
• Receives and carries out instructions.
• Receives and protects confidential information
• Maintains regular and predictable attendance.  Participates in evening, weekend, on call and special events as required.
• Performs special projects and other related duties as needed or assigned by management.

KNOWLEDGE, SKILLS AND ABILITIES 

• Ability to converse and express oneself through both written and verbal communication to exchange information with members, program participants and staff on a frequent basis. 
• Ability to visually and auditorily observe and assess situations. 
• Ability to exhibit initiative, responsibility and flexibility and maintain organization and detail in a changing environment.
• Knowledgeable in accounting and financial procedures. 
• CRM experience
• General knowledge and proficient use of a computer and computer programs to include MS Office products.
• Ability to perform multiple tasks and handle multiple projects at one time.
• Ability to maintain a high level of detail.
• Ability to work with all levels of YMCA staff, members and program participants and establish effective working relationships.
• Possesses a strong understanding of the YMCA and its purpose, mission and values.  Demonstrates this understanding through behavior and actions that support the purpose, mission and values.