Position Title: Administrative Assistant/Receptionist
Supervisor: Executive Director
Supervisory Responsibilities: None
FLSA Status: None

Job Summary:

The Administrative Assistant is responsible for interacting with everyone that calls or walks through the door of the YWCA and providing administrative support to the YWCA’s Executive Director, Shelter Director and performs duties requiring strong organizational skills, attention to accuracy, detail, and timeliness. Assists in compiling data and reports to ensure timely submission of all reporting requirements to maintain compliance with all regulatory requirements. Assists in the design, production, and distribution of materials for compliance, training, new program development and various other projects, meetings, and events. Furthermore, this person wholeheartedly commits to protecting Shelter Program, Counseling and Case Management Clients confidentiality as established by Montana State Advocate Privilege Statue MCA-26-1-812.

ESSENTIAL JOB RESPONSIBILITIES:

1. Provides support services to the Executive Director and Shelter Director;
2. Maintains a high level of confidentiality regarding a variety of complex and highly sensitive topics;
3. Track data and compile information to meet grant reporting requirements;
4. Provide telephone and communications support, including scheduling and sending out updates;
5. Coordinate with appropriate individuals to ensure appropriate levels of supplies, products, and inventory for the YWCA;
6. Tracks metrics and communication history to provide status on program usage;
7. Pick up and distribute mail daily;
8. Provide support relating to events and classes to include registration, mailings & other duties as needed;
9. Provide information to people inquiring about YWCA services and programs;
10. Provide information about non-YWCA services whenever possible and appropriate;
11. Accepts, records, and deposits all funds as outlined in the YWCA Financial Policies;
12. Receive, value, sort and distribute non-cash donations;
13. Maintain petty cash according to current financial policies;
14. Prepare thank-you postcards or letters to donors and document in database;
15. Provide support services for the Board of Directors and committees;
16. Nurture, guide, support and mentor women and their children in YWCA programs, kindly attending to their bodies, minds, and spirits;
17. Answers telephone calls promptly or return calls as soon as possible;
18. Schedules client Point of Contact interviews for Callers and Walk Ins to determine where client’s needs are best served – shelter entrance, other YWCA program or resource provider referral based on each client’s unique situation;

19. Works with YWCA Team to meet the individual needs of families participating in Counseling; works with
Case Managers, and when appropriate to apply conflict management techniques to situations when client conflict occurs;

20. Acts as a positive role model for women and their children in YWCA programs: is flexible, compassionate, and direct; addresses violent language and behavior by providing positive alternatives;

Updated: March 2023

21. Contributes to a work environment that encourages positive staff morale, motivations, commitment to achieving results and team building;

22. Performs a variety of other duties as assigned, which may include but are not limited to directing or participating in special projects and events, conducting research, representing the YWCA at meetings and conferences, and attending continuing education and training events.

Knowledge, Skills and Abilities
Knowledge and understanding of:

• Domestic and sexual violence issues;
• Social and political complexities of sexual and domestic violence;
• Data collection;
• Administrative support functions;
• English usage, spelling, grammar, and punctuation;
• Microsoft Office software, Word, Excel, Outlook, Internet, and e-mail;
• HIPPA and confidentiality rules and regulation standards;
• Safety policies and procedures.

Skills in:

• Working independently and being self-motivated while performing job requirements;
• Time management and organization;
• Excellent oral and written communication skills;
• Strong analytical, attention to detail and problem-solving skills;
• Intermediate to advanced skills in Microsoft Excel, Word, Outlook, Windows, Internet;
• Demonstrated aptitude for learning and keeping current with new technologies;
• Conflict management;
• Crisis intervention.

Ability to:

• Maintain confidential information;
• File, create tracking databases, enter data, use of office machines such as label makers, printers, copy and fax machines;
• Proficiently operate a computer to complete required job duties;
• Attention to detail;
• Analyze, assemble, and compile accurate information from various databases;
• Adhere to HIPAA standards for protection of information and strict standards of confidentiality;
• Maintain concentration during frequent interruptions;
• Manage and complete multiple tasks under fixed timelines;
• Meet established timelines and/or deadlines;
• Demonstrate punctuality and observe work hours;
• Work collaboratively with management and co-workers;
• Communicate in a professional and effective manner with others both orally and in writing;
• Follow verbal and written instructions;
• Read and comprehend materials;
• Analyze and compile information;
• Work independently or as a team member with minimal supervision;
• Interact with the public or other employees in a professional, respectful, and courteous manner;

Updated: March 2023

• Interact with challenging individuals and display sound judgment under stressful situations;
• Work with individuals of varying and diverse backgrounds in a professional, respectful, and courteous manner;
• Adapt to changes in the work environment and deal with frequent change, delays and/or unexpected events;
• Accept responsibility and be self-motivated;
• Strong written, verbal, and organizational skills;
• Good work habits, including ability to organize and manage time and information.

Education/Qualifications/Experience:

Education/Training:

• Bachelor’s degree in human services or related field, or equivalent education/experience required.
• Preferable three years’ experience working with domestic violence and/or sexual assault required.
• Administration or related experience preferred.

Certifications:

• Must possess a valid driver’s license issued by the State of Montana.

Computer:

• Intermediate to advanced software knowledge in Excel, Access, Word, Outlook

Must pass a background check designed to protect the interest of women and children served by the
YWCA programs.

Physical Requirements:

• Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee is regularly required to sit and use hands and fingers to operate computer;
• Must occasionally lift and/or move up to 50 pounds while lifting children, transporting groceries and supplies;
• Specific vision abilities required by this job include close vision and looking into monitors for extended periods of time and ability to adjust focus which permits the employee to perform computer procedures, and to produce and review a wide variety of documents, correspondence, reports and related materials in both electronic and printed form;
• Must be able to operate basic office machines, to communicate by telephone, orally, and in writing.

Comments:

This description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.

Updated: March 2023

Job Types: Full-time, Part-time

Pay: $16.00 - $18.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Ability to commute/relocate:

• Great Falls, MT 59401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)

Work Location: In person

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