Finance & Administrative Assistant

Description

Are you detail-oriented, tech-savvy, finance-obsessed, and good at bringing order to busy environments? The Penobscot Bay YMCA is looking for a reliable and discreet Finance & Administrative Assistant to support both our Finance and Operations teams. This part-time role is a great opportunity for someone who can stay organized in a fast-moving, mission-driven setting where no two days are quite the same.

We're looking for someone who enjoys problem-solving, can stay focused in a busy environment, and knows how to get things done even when things aren’t perfectly organized.

Reporting to the Senior Director of Finance, this role focuses on accounts receivable (AR) while also assisting the Senior Director of Operations with administrative tasks and systems support. You’ll handle tasks like preparing deposits, sending invoices, maintaining accurate records, helping with renewal notifications, supporting software setup, and jumping in on budgeting and operational projects as they arise.

You’ll be working with sensitive information, including payroll data, so professionalism and confidentiality are essential.

You’ll do well in this role if you:

• Bring a problem-solving mindset, take the lead in exploring solutions, look for similar situations to guide your thinking, and ask thoughtful questions when you hit a true roadblock.
• Approach your work with kindness, patience, and empathy, offering grace to others, staying grounded during stressful moments, and contributing to a positive team culture.
• Can start tasks with general guidance and are comfortable asking questions when needed.
• Prefer practical, efficient solutions over overcomplicating things.
• Are confident with technology and eager to learn new systems.
• Like keeping things tidy and organized, even when everything around you might not be.
• Know how to handle confidential information responsibly.

Why Join Us?

• Retirement Program – Access to 403(b) retirement savings plans on Day 1, with potential for a 10% match from the YMCA after two years after meeting hours-worked eligibility requirements.
• Membership Perks – Enjoy a free individual annual YMCA membership--$696 value!
• A Role That Makes a Difference –  The PenBay Y is a community cornerstone where all people can connect, grow, and thrive, and you are a vital part of that vision.

Requirements

 Essential Functions

• Accounts Receivable: Prepare and send invoices and membership renewal notifications; support timely and accurate communication and account updates; monitor outstanding balances; follow up on past-due accounts, including making or fielding phone calls; record and apply payments; prepare and track daily deposits; assist with reconciliation and reporting.
• Financial Operations: Assist with budgeting processes, gather data for financial analysis, and complete other projects that support Finance and Operations as needed.
• Data & Reporting: Pull reports from financial and operational systems, clean up and update databases, and help maintain accurate records.
• Technological Support: Assist with setting up and adjusting programs in the operations software used by departments across the Y.
• Administrative Support: Copy, scan, and file documents (physical and digital), and assist with document organization and retention.
• General Support: Provide cross-functional support to the Y administrative teams as needed.
• Confidentiality: Manage confidential data with care and professionalism.

 Qualifications

• High school diploma or equivalent required;
• Preferred: coursework or degree in accounting, business, or a related field;
• At least 1 year of experience in finance, accounting, or office administration;
• Detail-oriented with strong accuracy and follow-through;
• Proficient in Microsoft Excel, Google Suite (Sheets, Docs, Forms), and generally tech-comfortable;
• Able to handle sensitive information with discretion;
• Self-motivated, resourceful, and team-oriented.