Administrative Assistant

JOB DESCRIPTION

QUALIFICATIONS

	At least two years of college education and/or equal experience in an office/camp setting. Familiarity of camp administration.
	Organizational skills: ability to multi-task at any given time.
	Some computer skills involving familiarity with Word, Access, and Excel as well as ability to navigate internet to share files with Camp Director.
	Have a sense of humor to work with the Camp Director.

RESPONSIBLE TO

Camp Director

GENERAL RESPONSIBILITIES

	Organization of all camper files for use by any staff in camp seeking info on a camper.
	Responsible for Camp Store: collecting of money, maintaining camper accounts and dispersing any remaining money back to campers at end of camp.
	General filing, copying, and organization of camp office.
	Maintain open line of communication with Camp Director, CIT Director, Program Director, and Camp IT Specialist.
	Maintain open line of communication with ADA Office in Albany, NY, including general mail, e-mails and phone calls.
	Doing a pre-camp and post-camp office inventory.

SPECIFIC RESPONSIBILITIES

Pre-Camp:

–organizing all camper files for review by council staff and Director

–having all paper work ready for staff prior to their arrival: ie: making sure all the council files are complete, all personal info. collected.

–preparing any paperwork necessary for staff training.

–participating in meetings with Director, Program Dir. and Unit Leaders.

–assisting the Program Director in setting up individual camper schedules.

–assisting Program Director in setting up individual council schedules including: program activities, hiking schedule and special programs schedules.

–assisting CIT Director in setting up Trading Post, as well as doing inventory for such.

–assist in any way during Pre-camp in covering any training for the council.

During Camp:

–maintaining camper Trading Post accounts via Excel file; including notification to campers their account status. Also, notifying any parents about camper excess spending.

–maintaining Petty Cash account: writing receipts, reimbursing people and dispersing money as needed.

–writing of any thank you notes to anyone benefiting the camp in some way.

–assisting any volunteers to camp in regards to tasks they may be doing while at camp.

–general filing, copying, and/or organization of camp office.

–assisting Program Director in any capacity during camp.

–organizing and monitoring the CITs during the camp session for the running of Trading Post: including maintaining inventory of store, filling all orders of campers, and getting orders to campers’ cabins.

–assisting Camp Director in any capacity.

–screen incoming calls from parents and volunteers to answer any necessary questions they may have pertaining to camp.

–answering any e-mails that may come through the camp web-site in regards to camp info.

–offering support/guidance to any counseling staff.

–participating in Night-time duties: walking about camp, checking with each cabin for any problems, and getting any necessary supplies needed by such.

–assist in making agendas for all staff meetings during camp.

Post Camp:

–finalizing all Trading post accounts: putting all returned money in each camper envelope, as well as including their cabin pictures; also determining who owes money and how much.

–doing same for each council member to also include money owed from soda purchases.

–completing Office Inventory

–organizing all info. from Post Camp Meeting: to be put in format for Camp Director to take home at the end of camp.

–organizing all camper files to be put into filing cabinet for storage, in the Medical Center filing cabinet.