Clubhouse Coordinator

1 week ago

Hicksville, New York, United States Boys & Girls Club of Oyster Bay-East Norwich Full time



FLSA STATUS:
Non-Exempt, Full-Time

RESPONSIBILITIES INCLUDE:

  • Provide immediate attention to all guests of the Boys & Girls Club. This includes welcoming guests to the Club and identifying and responding to their immediate needs and their purpose for visiting, including, but not limited to, assisting parents with membership enrollment process and registration.
  • Ensure the safety of all members entering and exiting the Club. Track incoming and outgoing members, making sure they are signed in and out. Ask for identification during pick up for any individuals you do not know.
  • Welcome and sign in all visitors to the Club and notify the proper staff of their arrival.
  • Oversee vendors working in the Club. Ensure that no vendors are moving throughout the building unsupervised when children are in the facility.
  • Provide assistance to callers and visitors by answering questions and providing instructions.
  • Maintain accurate hard copy and electronic records relating to Member Application intake, daily attendance, parent information, and member files.
  • Oversee online registration process.
  • Ensure situations requiring first aid are reported to the Child Care Director and Program Director as they take place.
  • Participate in safety drills, taking emergency bag and member records with you during evacuations.
  • Provide electronic membership and grant reports using the Member Tracking System as needed.
  • Keep member files in order and accessible.
  • Enforce and monitor members' arrival and pick up procedures. Page members for pick up.
  • Schedule and provide tours by appointment.
  • Answer and route incoming calls regarding donations, services/referrals, volunteering, employment opportunities, Club membership, etc.
  • Receive and dispatch deliveries.
  • Type and/or compose general business correspondence, press releases, Upcoming Events Flyer and other flyers (to include copying and distribution of same), invoices, mailing labels and reports. Maintain office records and prepare accurate reports.
  • Perform accounting and clerical functions to support Bookkeeper, Administrative Assistant and Office Manager.
  • Assist the bookkeeper in performance of accounts receivable tasks, including preparation of deposits, accounts payable and assist with reconciliation.
  • Create registration rosters for each program/event/activity for the Control Desk in cooperation with Program Director. Keep Tower of Flyers and promotional material in the lobby stocked and current at all times.
  • Assist with the set up and break down of conference room for Club, Committee or Board meetings. Flex schedule according to meeting schedule.
  • Operate office machines - including computers, scanner, fax machine, copier, etc.
  • Handle incoming and outgoing mail. Open, date stamp and distribute daily. Pull all accounts payable bills/invoices for sorting purposes and enter as described in item #9, above.
  • Assist in the coordination and preparation for mailings (including bulk mail and mass mailings).
  • Oversee the Control Desk area and provide regular clerical and administrative support to the Program Director, Child Care Director, and other Club staff, as needed.
  • Keep Control Desk area clean and neat at all times and organize lost and found items.
  • Abide by all Boys & Girls Club policies and procedures, participate as a team member in assigned project activities and perform other tasks, as assigned.
  • Abide by all of the Boys & Girls Club policies and procedures.
  • Confer with Program Director with respect to any problems, concerns, etc.
  • Submit all overtime hours or changes in schedule to Program Director for approval at least two weeks in advance. Maintain work area in an orderly and professional manner.
  • The Club retains the right to change or assign other duties to this position.

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is frequently required to walk, stand, bend, and talk or hear. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl.
  • The employee is frequently required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
  • The employee must frequently lift and/or move up to 20-25 pounds and occasionally lift and/or move 35-50 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth vision and ability to focus.
  • The employee must be able to work in an environment with a moderately loud noise level.
  • The employee must have the ability to see and respond to dangerous situations.

SKILLS/KNOWLEDGE REQUIRED:

  • High School Diploma or equivalency, Associates Degree preferred, and a minimum of two years' experience in a related field.
  • Must communicate effectively, verbally and in writing, with excellent phone skills, proper grammar