Administrative Assistant

Administrative Assistant (desc)

JOB DESCRIPTION

QUALIFICATIONS

	At least two years of college education and/or equal experience in an office/camp setting. Should be familiar with camp administration processes.
	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: collection of money, maintenance of camper accounts and dispersal of 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 Boston, MA, including general mail, e-mails and phone calls.
	Do a pre-camp and post-camp office inventory.

SPECIFIC RESPONSIBILITIES

Pre-Camp:

–Organize all camper files for review by council staff and Camp Director

–Have all standard forms/paper work ready for staff prior to their arrival.

–Prepare any additional paperwork necessary for staff training.

–Participate in meetings with Camp Director, Program Director and Team Leaders.

–Assist the Program Director in setting up schedules as needed.

–Assist CIT Director in setting up Trading Post, as well as doing inventory for same.

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

–Organize and prepare all Opening Day paperwork for the parents.

During Camp:

–Maintain camper Trading Post accounts via Excel file, including notification to campers of their account status. Notify parents about camper excess spending as needed.

–Maintain Petty Cash account: write receipts, reimburse people and disperse money as needed.

–Keep track of any monetary donations, packing slips, receipts, and bills received/paid during camp. Have complete accounting ready for Camp Director and Camp Coordinator at the end of camp.

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

–Assist camp volunteers with tasks they may be doing while at camp.

–Assist Program Director, CIT Director, Medical Coordinator and Dietetic Coordinator as needed during the camp season.

–Offer support/guidance to any counseling staff member.

–Assisting Camp Director in any capacity.

–Along with the CIT Director, organize and monitor the CITs during the camp session for the running of Trading Post. Include maintaining inventory of store, accurate filling of all camper orders, and getting orders to campers’ cabins.

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

–Answer any e-mails that may come regarding camp information.

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

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

–Copy/organize all Camper Questionnaires, Friday Post Cards, Camper End of Camp letters; have ready to hand out to appropriate people for distribution to campers. Collect completed forms and assure all have been returned.

–Organize council Red, Green and Yellow folders (contents for each are listed in first folder of each group). Make sure paperwork has been updated as needed—coordinate with Camp Director.

End of Camp and Post Camp:

–Finalize all Trading Post accounts. List owed/return amounts on Camper envelopes. Put all returned money in each camper envelope, as well as their cabin pictures. Have ready for Camp Coordinator on Closing Day.

–Arrange envelopes as above for each council member. Include money owed from soda purchases and have ready for Council Luncheon.

–Close out Petty Cash account with complete accounting for all transactions throughout camp. See 2-a, 2-b, and 2-c above.

–Complete Office Inventory.

–Organize all information/notes from Post Camp Meeting in a Word document for Camp Director to utilize for next year.

–Organize all camper files to be put into Iron Mountain for storage next year. Have ready for Camp Coordinator for end of camp pick-up.

–Copy red-flagged files. Set up a folder for each to include file and all additional forms as needed.

–Help complete Certificates of Appreciation for Camp Volunteers/ Volunteer Staff members. Place in envelopes and mail.