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Title

Administrative Assistant / Secretary (part-time) 

EOE Statement The Boys & Girls Clubs of Southeastern Michigan (BGCSM) is committed to promoting safe, positive and inclusive environments for all. BGCSM prohibits discrimination and harassment against its youth, teens, employees, applicants for employment, customers, and volunteers – of every race, ethnicity, gender, gender expression, sexual orientation, ability, socio-economic status, and religion.  
Category Administration  
Description

PRIMARY FUNCTION: The Administrative Assistant / Secretary (part-time) nprovides regular clerical and administrative support to Club staff; prepares correspondence and reports, maintains schedules and calendars; answers telephones and maintains electronic and hard copy files.

KEY ROLES (Essential Job Responsibilities):

1. Perform regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.

2. Maintain supervisor's calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested. 3. Maintain master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.

4. Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.

5. Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.

6. Monitor office supply inventory and order supplies as necessary.

7. May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance and contacting service representatives as needed.

8. May serve as Club receptionist, greeting members and visitors and maintaining attendance and visitor logs.

9. May monitor and log staff attendance and transmit attendance data to payroll.

10. May use data tracking systems to track average daily attendance (ADA) and youth and teen participation. 11. Perform other related secretarial or administrative duties as requested.

RELATIONSHIPS:

Internal: Maintain close daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions, instruct and advise/counsel.

External: Maintain contact with members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

 
Position Requirements

SKILLS/KNOWLEDGE REQUIRED:

  • High school diploma or equivalent
  • One year of office clerical experience
  • Training in secretarial skills and use of common office equipment
  • Typing/keyboarding skills of at least 50 wpm
  • Good written and verbal communication skills
  • Good organization skills and attention to detail
  • Strong customer relations skills
  • Able to maintain strict confidentiality
 
Full-Time/Part-Time Part-Time  
Position Administrative Assistant / Secretary (part-time)  
Number of Openings 1  
Hiring Manager(s) Tomilia Terry  
Open Date 10/23/2019  
Location Holden at Trix Academy Club  

This position is currently accepting applications.

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