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Operations Administrator

3 months ago

Circleville, United States Town of Wallkill Boys & Girls Club, Inc. Full time

**JOB DESCRIPTION**
**TITLE**:Operations Administrator

**DEPARTMENT**:Administrative Professional, Non-Exempt

**REPORTS TO**:Executive Director

**PRIMARY FUNCTION**:
The Operations Administrator is responsible for providing office administration and support to assure the continuity and effectiveness of all office operations. This position provides member support, record keeping & billing, fiscal management assistance/support, personnel support and general office support to the organization.

**KEY ROLES: (Essential Job Responsibilities)**:
**Administration/Office Management**
- Functions as a customer service representative in all interactions with club members and their families
- Maintain office files including general correspondence, contracts and agreements, records, reports, etc.
- Answer incoming calls. Deliver telephone information/messages to appropriate personnel in a timely manner.
- Recognize high priority and confidential mail as an essential priority.
- Assure the preparation of purchases and/or check requests, facilities work requests and other forms for the Executive Director’s approval
- Maintain operational oversight of building security, maintenance, cleaning and liaison with the landlord
- Manage the requisition of office supplies and inventory, including oversight of the copier, fax machines and computers, assuring their continued functioning and instruction of other staff
- Support Board and committees, attend meetings and take meeting minutes
- Work with outsourced IT vendor on system maintenance

**Accounting/Benefits**
- Accounts Payable, Accounts Receivable and billing in QuickBooks. Reconcile records monthly.
- Daily deposits
- Oversees the maintenance of the payroll system, personnel records, etc. and processes various personnel action forms, i.e.: vacation, sick leave, attendance, etc.
- Responsible for the data entry of employee payroll per organizational schedule.
- Manage all insurance benefits for TOWBGC employees
- Oversees insurance policy renewals.
- Other duties as assigned.

**Membership Support**
- Maintain Member Tracking software for programs and summer day camp to include, but not limited to, registration, maintaining membership, billing adjustments and attendance.
- Generate monthly membership reports or reports as needed by staff.
- Generate monthly billing statements for all members, and ensure expedient payments of member fees; contact members via phone who owe money per collections policy. Reconcile billing monthly.
- Develop collaborative partnerships with other youth serving organizations, members, parents, families and community organizations.
- Other duties as assigned.

**Special Event/Development Campaign Support**
- Work with Executive Director or Board Committee to plan and execute mailings associated with special events or various development campaigns.
- Work with Executive Director to ensure supplies for events are procured and delivered to special event venues.
- Ensure all donations and gifts are acknowledged according to the procedures outlined in the Board-approved Resource Development Policy
- Record, maintain and track gifts and acknowledgements in Donor Management software. Generate reports from the system as needed by staff.
- Support Board Committees, as assigned.
- Other duties as assigned.

**SKILLS/KNOWLEDGE REQUIRED**:

- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe and QuickBooks.
- Proficient in working in client/membership/donor management databases.
- Extensive knowledge of administrative and office procedures and systems including typing, composing letters, as well as knowledge of basic business management and budgeting processes
- Excellent written & oral communication and interpersonal organizational skills in order to deal with a diverse group of individuals.
- Must be a team player who is able to think logically and analytically.
- Ability to work under pressure and produce results in a timely manner
- Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
- May be responsible for managing human resources programs and systems including recruitment, employee relations, compensation and benefits.
- Maintains close contact with assigned staff to provide technical assistance in matters of programming and operations; interacts regularly with the Executive Director
- Ability to establish and maintain effective working relationships with Club staff, subordinates, Board members, community groups, and other related agencies.

**SKILLS/KNOWLEDGE PREFERRED**:

- Experience working for a nonprofit or youth development agency
- Bachelor’s Degree in business or related field from an accredited college/university or 3-5 years’ experience in an office manager or administrative coordinator position
- Experience working with Visions or similar member tracking software
- Experience in event planning and working with vendors

**DISCLAIMER**:

- The information presented indic