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Job Description
Association Office Coordinator Reports To:
Employee Relations & Operations Manager Status:
Full-Time FLSA:
Non-Exempt (Hourly) Position Summary The Association Office Coordinator plays a vital role in supporting the day-to-day financial and administrative operations of the YMCA of Kanawha Valley. This position is responsible for accounts payable and accounts receivable functions while also providing general office and organizational support to ensure efficient and professional operations across the association. The ideal candidate is highly organized, detail-oriented, and committed to supporting the YMCA's mission through strong financial stewardship, communication, and administrative excellence. This role requires professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. Essential Functions Financial Responsibilities Process and maintain accounts payable, including invoice review, coding, payment preparation, and vendor communications. Monitor and support accounts receivable functions, including invoicing, payment tracking, and follow-up on outstanding balances. Maintain accurate financial records and supporting documentation. Assist with reconciliation and preparation of financial information as assigned. Ensure invoices, purchase requests, and financial transactions are processed accurately and in a timely manner. Coordinate with leadership and departments regarding billing, purchasing, and payment needs. Support annual audit preparation and provide requested financial documentation as needed. Maintain vendor files and ensure current records and required documentation are on file. Administrative & Office Responsibilities Order and maintain office and operational supplies for the association. Provide administrative support to leadership and departments as assigned. Record, prepare, and distribute minutes for board, committee, and leadership meetings. Assist with meeting preparation, scheduling, and coordination. Manage incoming mail, correspondence, and office communications as needed. Maintain organized electronic and physical filing systems. Support office operations and special projects to ensure smooth and efficient workflow. Organizational Support Demonstrate professionalism and maintain confidentiality with financial, personnel, and organizational information. Foster a welcoming and service-oriented environment for staff, volunteers, vendors, and community partners. Support YMCA policies, procedures, and risk management practices. Participate in association meetings, trainings, and events as requested. Perform other duties as assigned to support YMCA operations and mission delivery. Qualifications Associate degree in accounting, business administration, office management, or related field preferred; equivalent work experience considered. Minimum of two (2) years of experience in accounts payable, bookkeeping, office administration, or related financial support role preferred. Strong organizational and time management skills with exceptional attention to detail. Proficiency in Microsoft Office, including Excel, Outlook, and Word. Experience with accounting and financial software preferred. Ability to manage multiple priorities and meet deadlines with minimal supervision. Strong written and verbal communication skills. Demonstrated ability to handle confidential information with discretion and professionalism. Certifications & Training Required Completion of YMCA Child Abuse Prevention and required organizational trainings within established timeframes. Additional financial or administrative training as required. Work Environment & Physical Requirements Ability to sit, stand, and work at a computer for extended periods. Ability to lift and move office supplies and materials up to 25 pounds. Ability to communicate effectively and perform routine office functions. YMCA Leadership Competencies Mission Advancement Demonstrates commitment to the YMCA's mission and values of caring, honesty, respect, and responsibility. Collaboration Builds positive working relationships and supports a culture of teamwork and service. Operational Effectiveness Maintains accuracy, efficiency, and accountability in financial and administrative responsibilities. Personal Growth Demonstrates professionalism, adaptability, and a commitment to continuous improvement.
Pay:
$18.00 - $22.00 per hour
Benefits:
Dental insurance Employee discount Health insurance Life insurance Paid time off Retirement plan Vision insurance Application Question(s): Are you proficient in Microsoft Excel and Outlook? Are you comfortable managing multiple deadlines and tasks? What hourly pay range are you seeking? Why are you interested in working for the YMCA?
