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YMCA of Middle Tennessee

Clerical Administrator

YMCA of Middle Tennessee


Job Summary

Consistent with the Christian mission and vision of the YMCA of Middle TN, and in cooperation with other YMCA staff, under the direction of the Director of Finance and Administration, the Clerical Administrator is responsible for coordinating office support services such as PC coding, payroll support during high volume times, records control, and other administrative activities for the department.  The Clerical Administrator will provide support for parent and staff communication systems and prepare a range of administrative documents.  The Clerical Administrator will exercise independent judgment in the resolution of SAS administrative problems and inquiries.

Job Responsibilities

Model the YMCA core values: Caring, Honesty, Respect and Responsibility

  • Coordinates and performs a range of staff and/or operational support activities for the unit; serve as a liaison with other departments in the resolution of day-to-day administrative or operational problems
  • Provide administrative support for department such as answering telephones and assisting visitors
  • Operate personal computer to compose and edit correspondence, verbal direction, or from knowledge of established department/division policies, view/monitor/update social media devices and web site information
  • Schedule and coordinate meetings, special events, interviews, appointments, and/or other similar activities for supervisor
  • Establish, maintain, and update files, databases, record, and other documents
  • Assist with hiring process as needed
  • Assist with processing Financial Assistance requests and tracking
  • Assist training department with filing and copying, creating preservice folders
  • Sort, screen, review, and distribute incoming and outgoing mail; compose, prepare, or ensure timely responses
  • Requisition supplies, printing, maintenance, and other services
  • Assist with on boarding process for School Age Services
  • Scan and save program documentation to DocuSign
  • Responsible for updating site contact list and staff contact list
  • Auditing pcards and pcard trackers to ensure expenses are coded to correct minors and PC codes
  • Assist with sorting, organizing and distribution of bulk orders for snack as needed
  • Assist managers of CACFP program with monthly paperwork compliance checks as needed
  • Attend all staff meetings and training sessions


Passion, enthusiasm, and commitment to the mission and cause of the YMCA

An enthusiastic personality with the desire to serve members, volunteers, guests, participants and staff to create a culture of service within our program sites

Strong interpersonal and communication skills and the ability to relate effectively to diverse groups of people from all social and economic segments of the community

  • Must present a professional image and possess conflict resolution skills, and demonstrate sound judgment and initiative
  • Must be highly organized with the ability to work under pressure and handle multiple tasks
  • Must be able to maintain confidentiality of information
  • Proficiency in Microsoft Word, Excel, PowerPoint, and other software programs, as well as the ability to use most office equipment is required
  • Ability to work a flexible schedule, including evenings and weekends
  • Minimum 18 years of age
  • High school diploma or equivalent required; two years college preferred
  • One to three years of experience in a clerical position required

Certifications Required:

  • Before start of 1st shift: New Hire Orientation training
  • Within two weeks of hire: Payroll training
  • Within 30 days of hire: Membership Software training

Additional Information


  • Benefits package including generous paid time off
  • Participation in Y Retirement plan and 403 (b) savings account upon eligibility
  • Free membership at all 14 wellness center locations
  • Discounts on youth programs, summer camps and sports instruction

How to Apply

Click HERE to apply


  • Date Posted: April 8, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Children / Youth
  • Salary Range: Starts at $13.00 per hour, depending on experience
  • Working Hours: Monday - Friday, typically 8am - 5pm