Administrative Clerk -Desk Monitor - YWCA El Paso Del Norte Region

Administrative Clerk -Desk Monitor

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JOB SUMMARY
Under direct supervision, performs a variety of tasks in the preparation and maintenance of files for Contracts and Compliance Officer (100%).  Assists as clerical support to Administrators of Contracts and Compliance Office.

General Clerical
Coordinates and manages scheduling of activities, programs and services.  Provides accurate record keeping and reporting including attendance records, receipts and deposits, statistical data, time cards review, USDA reports and grants, contracts, and vendor reports.  Maintains files and records to include staff records and licensing information for all sites ensuring proper filing and storage.  Prepares and maintains computer word processing files, databases, and spreadsheets.

Maintains staff files, to include training documentation and copies of records sent to be filed in personnel folders at Human Resources.  Takes, prepares and distributes minutes of meetings and prepares for meetings as needed.   Maintains attendance records of administrative staff, and prepares necessary documents for Human Resources, payroll, and pertinent board committees.  Orders office supplies as needed and equipment as requested.   “Go to” person for the stocking and troubleshooting of the Administration copiers.  Obtains and reports copier counts to vendor on a monthly basis.  Assists in final preparation of department and staff objectives and evaluations as needed. Runs reports as requested.  Prepares budget reports and other financial documents as needed.  Creates and/or types correspondence as requested.  Assists in compiling grant applications and contracts.  Manages phones, voice mail for designated staff.

Contracts and Compliance
Distributes Policy updates to appropriate staff and maintains the Policy binder in a current state.  Ensures compliance with YWCA standards, policies and procedures by maintaining proper paperwork in order.  Maintains various spreadsheets including Contracts Log which requires ability to read and extract data for contract term, responsible department, budget and total amount, contact information, reporting requirements and other required data.  Assists with monitoring programs such as but not limited to: Lift, Teens, TLC, and USDA.  Read and interpret contract requirements.  Monthly, prepares listing of reports, deadlines and other time sensitive contract related information.  Assists with the maintaining contract, procurement and licensing files.

EDUCATION
High school graduate or equivalent required.

EXPEREINCE
Two (2) years’ experience in clerical work involving high level of mathematical accuracy using addition and subtraction, division and multiplication, percentages, fractions and conversions from one measurement to another.

 OTHER REQUIREMENTS
Intermediate level of record keeping required; or equivalent combination of experience and training that provides the required knowledge, skills and abilities.  High level of mathematical accuracy required.  Some knowledge of accounting and bookkeeping would be helpful.  Working knowledge of personal computer and excel, word, and access MS software applications required.  Some Auditing experienced preferred.  Ability to understand complex written and verbal instructions required.  Must be able to establish and maintain effective working relationships with coworkers.  Good telephone, writing, and conversational skills required.  Requires initiative, judgment, and the ability to work under pressure.  Must have access to a vehicle with required liability insurance and valid driver’s license.

Anticipated Benefits
YWCA Membership and Program Discounts
Basic Life Insurance
Medical, Dental, and Vision