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Boys & Girls Club Data & Office Manager
3 months ago
Boys & Girls Club Data & Office Manager
Location: Pierre, SD
Agency: Boys & Girls Club of the Capital Area / Capital Area Counseling Service
Employment Category: Hourly / Non-exempt
Employment Type: Full-time
Wage: $18.00/hr., DOE
Benefits: Employer paid monthly premiums for health, dental, and life insurance for the employee; 401K participation with an up to 6% match after meeting eligibility requirements; paid holidays; paid YMCA family membership; and vacation and medical leave
Perquisites: continued education/professional development opportunities and a supportive team environment that promotes staff wellness and self-care
Position Description:
Responsible for implementing and enforcing the policies and procedures of the Boys & Girls Club of the Capital Area, and data entry and accurately accounting for member information. Maintaining a clean, positive, fun, safe, and friendly environment in the entry way for parents, families, donors, and all visitors. This person is expected to uphold the Club values inside and outside of the Club. The Club values include teamwork, impact driven, excellence, and good character.
Duties / Responsibilities:
Membership and Front Desk Services
Greet visitors professionally as they enter the building and provide the information they need and/or direct them to the appropriate staff member.
Answer telephone professionally, provide the information needed for the caller and/or direct them to the appropriate staff member, Handle phone messages when applicable.
Communicate with supervisor, with a sense of urgency, of parents, youth, donors, or visitors are upset or need further follow up.
Communicate with local school systems to receive or distribute membership information pertaining to transportation, authorized pick-up, or other pertinent, non-classified information.
Responsible for maintenance and appearance of front desk areas including bulletin boards, vestibule, and information postings.
Perform new Club member and family tours and orientation, as needed.
Supervise youth waiting in front area and ensure safe entrance and exit processes.
Ensure all volunteers and visitors are signed in and out in the appropriate logs.
Ensure that the overall Club environment is safe and inviting for all Club Members.
Establish effective and trusting relationships with Club members, parents, donors, Board members, and all other Club visitors.
Membership and Data Management
Is knowledgeable and trained to maintain the membership database.
Compile monthly statistical reports reflecting all activities, attendance, and participation.
Process all new and renewal memberships accurately and timely, secure missing information where possible.
Ensure that daily and program attendance is accurately recorded and documented in the membership database.
Maintain daily, weekly, monthly data and membership reports as needed for program support and funding requirements.
Review data entered against the source documents for accuracy and correct any missing or duplicate data.
Ensure Club families are current with their membership fees throughout each season.
Work with families to set up payment plans for membership fees.
Grant and program reports are completed in an accurate and timely fashion.
Update member data in the member tracking software and in the members’ paper membership files.
Clerical and Administrative Support
Update calendars, schedules, membership, and website information as needed.
Monitor office supply inventory and order supplies as necessary.
Provide guidance and training in the membership database to all staff.
Locate and define new process improvement opportunities.
Process other data when applicable - special event attendees, mailing lists, board lists, volunteer lists, etc.
Send out all birthday cards, make recognition calls, and find ways to recognize youth through the front desk.
Generate mail merges for membership mailings, donor thank you’s, mailing labels, seasonal cards, invitations, etc.
Seek advice from the Director of Operations to help resolve concerns or issues as they arise.
Financial Support
Record monies received in receipt book and be accountable for ensuring that all monies received each day correlate directly with all receipts written for the day.
Invoice member families, as needed, for renewal of membership fees and/or other program fees.
Secure all monies collected and prepare deposits weekly.
Assist in processing monetary and in-kind donations.
Additional Responsibilities:
Participate in special Club programs and/or events.
Maintain First Aid/CPR certification and complete other training as needed.
Pass annual and ongoing background checks.
Perform other duties as assigned by supervisor.
Required Skills / Abilities:
High level organizational skills
Friendly, personable and able to communicate well in person and through the phone.
Ability to multi-task and work in a fast-paced environment.
Ability to work between the hours of 10-7 (School Year) and 7:30am–5:30pm (Summer); Monday-Friday and Club special events as assigned.
Strong verbal and written communication skills.
Ability to act independently, with good judgment.
Ability to work effectively as part of a team.
Must have valid drivers license.
Education & Experience:
Minimum of an associate degree; bachelors preferred with prior work experience in related role.
Proficient in office software (Microsoft Office Suite, Google, etc.).
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
Requires periods of moving throughout the office and traveling to other locations within the community.
Must be able to lift up to 15 pounds at times.
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