Administrative Assistant/Collection Intern

Behavioral Assessment Link

POSITION SUMMARY:

The Administrative Assistant/Collections Intern supports camp operations by managing billing, camper registration, and related communications. They ensure accurate data entry, handle payment collections, assist families with billing issues, and provide administrative support to Program Registrar and Program Directors to help deliver excellent members and camper service.

OUR CULTURE:

At the YMCA of Montclair, we strive to be the Employer of Choice, provide World-Class Service, and be the Charity of Choice.  Our goal is to be a place where employees are empowered and excited to come to work.   All staff ensure that members experience customer-centric, individual attention each and every day.  We strive to be the preferred partner in collaborating with others, identifying and meeting our community needs.

ESSENTIAL FUNCTIONS:

Administrative Support:

1. Provide administrative assistance to Directors, Camp Site Directors, and parents as needed in the following areas:

• Verify child registration details for sessions (e.g. camp sessions, before or after care)
• Confirm bus stop locations
• Provide room number information
• Accurately input in CORE room numbers and village placements for each camper session
• Compile and process camp rosters for each camp session (CATL, Explorers, Extended School Year (New Adventures, New Discoveries, YBA); each camp roster varies

• Room and group placements
• Assigned bus stop details
• Weekly camp themes
• Requirements for each camp session
• General notifications from Camp Directors to parents regarding:
  • Changes to theme requirements (e.g. requests for specific items for projects)
  • Medical concerns (e.g. lice outbreaks)
  • Missing documentation (e.g. missing immunizations)

3. Camper Information Verification:

• Verify and validate camper information through general phone calls (e.g. confirming bus stop details)

Database Management:

• Accurately input camper registration into the CORE system, including add-ons (registering for an additional session, Before and After Care)
• Maintain and update camper records (e.g. CORE information sheets, authorized pickups, bus stop changes, and room/village placements)
• Process cancellations as needed for sessions, Before and After Care, ensuring timely updates
• Track Communication Requests: Keep records of all correspondence related to schedule changes for reference

Collections:

• Managing camp (SACC) collections effectively by communicating with Camp Directors SACC Directors and parents with timely follow-ups
• Drafts are processed for camp over a three-month period (May 1^st, June 1^st, July 1^st)
• SACC drafts are processed over the School Year on the 1^st
• Reminders are sent out ahead of time via email regarding upcoming events
• Fail draft notifications sent to all declined participants’ parents
• Check Rosters for ‘no shows’ (camps who are registered but did not attend)
• Check for addons: campers who are written on and need to be charged for the Session, Before or After Care 
• Follow up on missed payments: contact parents/guardians if payments are overdue
• Track Communication: Maintain detailed records of all correspondence related to payments, cancellations, and change requests for future reference.
• Acknowledge Received Payments: Send receipts or confirmation emails promptly to ensure parents know their payments are acknowledged

Abuse Risk Management Compliance:

• Attend required Abuse Risk Management training and adhere to procedures related to managing high-risk activities and supervising members and participants.
• Follow employee and volunteer screening requirements and use screening instruments to screen for abuse risk. Provide employees and volunteers with ongoing supervision and training related to abuse risk.
• Provide employees and volunteers with regular feedback regarding their boundaries with consumers and require them to adhere to policies and procedures related to abuse risk.
• Respond quickly to policy and procedure violations using the Y’s disciplinary procedures and respond seriously and confidentially to reports of suspicious and inappropriate behaviors, following mandated reporting requirements.
• Communicate to all employees and volunteers the Y’s commitment to protecting our members from abuse.

LEADERSHIP COMPETENCIES:

• Collaboration
• Emotional Maturity
• Communication

QUALIFICATIONS:

• At least one year’s experience (e.g., as an intern, administrative assistant, billing/coding assistant or other related activities)
• Must be currently pursuing undergraduate degree; minimum of 3.0 GPA
• Ability to use MS Office Suite (e.g. Word, Excel)
• Must be able to work independently
• Must have a CPR/AED and First Aid Certification OR get certified within 90 days of employment.
• Strong communication and interpersonal skills    
• Strong attention to detail and ability to meet deadlines.  
• Natural ability to work as part of a team and engage with others
• Valid driver’s license and/or reliable transportation to work

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The 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 accommodation may be made to enable individuals with disabilities to perform the essential functions. 
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods and be able to communicate using a computer and phone/smart device.  
• The employee frequently is required to sit and reach and must be able to move around the work environment.  
• The employee must occasionally lift and/or move up to 10 pounds.   
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. 
• The noise level in the work environment is usually moderate.

COMPANY BENEFITS:

• Benefits include complimentary YMCA membership; accrued PTO; enrollment in the Y’s retirement program (must complete 1000 hours within 2 years of service) with 12% of salary contributed by the Y; a rewarding career with professional growth and advancement opportunities; a challenging and fun work environment with creative and talented individuals.
• YMCA Membership: Enjoy access to our YMCA facilities at no cost.
• 25% Discount on YMCA Programs
• Employee Referral Bonus: Earn rewards for referring to qualified candidates.
• Employee Discounts: Access exclusive discounts on various products and services.
• Paid Time Off (PTO): Eligibility after 120 days of employment.
• Paid Holidays: Enjoy paid time off.

HOURLY PAY RATE: Up to $17.50

WORK SCHEDULE: Tuesday to Friday, 9:00 AM – 2:00 PM