Administrative Aide

About the position

The Administrative Aide provides a variety of routine and complex clerical, administrative, technical, and program support work in the administration of the Youth Center. This role involves answering and directing phone calls, providing customer service support, and investigating citizen requests for service, complaints, and requests for information. The aide will also assist in the preparation of resolutions, ordinances, contracts, and administrative policies, as well as manage departmental accounts and perform general bookkeeping functions.

Responsibilities

• Answers and directs phone calls, provides customer service support and reception for the Youth Center.
• Investigates and follows-up on citizen requests for service, complaints, and requests for information.
• Provides administrative assistance to supervisor; assembles background materials, prepares agendas, and records action items for various meetings.
• Prepares resolutions, ordinances, contracts, administrative policies, etc. as assigned.
• Prepares communications, including memos, emails, and other correspondence.
• Assists in the development of notices, flyers, brochures, newsletters, media releases, news articles, and other informational materials about Youth Center programs and services.
• Supports the purchasing and payment process for department supplies and materials; processes invoices, purchase requisitions, and purchase orders.
• Manages departmental accounts, performs general bookkeeping functions, and processes deposits.
• Provides administrative support to program operations as needed.
• Trains and evaluates part-time clerical and/or seasonal clerical staff as assigned.
• Gathers, interprets, and prepares data for studies, reports, etc.; coordinates activities with other departments and outside agencies as needed.
• Manages incoming and outgoing department mail.
• Communicates official plans, policies, and procedures to staff and the public; makes presentations to supervisors and the public as assigned.
• Processes Youth Center program registrations and manages Youth Center website content.
• Maintains records and filing systems, both electronic and physical.
• Researches grant programs and assists with grant applications.
• Performs other related duties as assigned or required.

Requirements

• Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, and bookkeeping.
• Minimum two (2) years of progressively responsible administrative support or secretarial experience.
• Proficiency in Microsoft Office - specifically Word, Excel, and Outlook.
• Ability to communicate effectively verbally and in writing.
• Ability to effectively meet and interact with the public.
• Excellent time management and prioritization skills.
• Ability to handle stressful situations.
• Proven organizational skills and detail-oriented.

Nice-to-haves

• Knowledge of modern office practices and procedures.
• Working knowledge of the principles and practices of modern public administration.
• Knowledge of basic accounting principles and practices.
• Ability to learn proprietary Youth Center registration software.
• Expertise with social media posting and marketing in a professional setting.

Benefits

• Full-time employment with a salary range of $45,000.00 to $50,000.00 per year.