Front Desk Receptionist

PRIMARY FUNCTION:
Provide regular clerical and administrative support to the Boys & Girls Club staff, member, parents and community, as necessary. Prepares correspondence and reports, maintains Club schedule and calendar of events, answers telephones, receives and reconciles payments, maintains electronic and hard copy files. Manage and administer Club information in person, over the phone, and online through personal website, online media information systems and updating data functions.

EDUCATION and/or EXPERIENCE:

• It is preferred that the Member Services Specialist II possess a High School Diploma and 1-2 years experience in office administration or a related field. 
• It is preferred that the Member Services Specialist II be bi-lingual; ability to speak and write Spanish
• Ability to speak and write Standard English appropriate in a public school setting
• Must pass LiveScan & LexisNexis criminal background check and fingerprinting, pre-employment drug screening, and TB Testing.
• First Aid and CPR certification required.
• S/he must possess strong computer skills, have the ability to track data and produce reports.
• Possess excellent communication, administrative, and fiscal management skills.

KEY ROLES (Essential Job Responsibilities):

• Thorough knowledge of master schedule of Club’s activities and events, collecting and disseminating information to Club staff, volunteers, youth members, families and the community as instructed.
• Implement established policies and procedures for the effective management and dissemination of Club information, including training of fellow staff, through the use of public media online platforms, internal member services tracking software, point of sale software, and the Boys & Girls Club website (as needed).
• Answer telephones, providing information, referring callers to other staff or taking messages as necessary.
• Receive payments, receipt and properly reconcile daily payments based on established BGCO procedures by adhering to “Money Handling Policy” of daily receiving, receipting and properly reconciling payments based on established BGCO procedures including: 
  • Receiving and receipting ALL payments, entering transactions into electronic data systems 
  • Preparing “Daily Deposit Form” to verify all check, cash and credit card receipts 
  • Performing daily reconciliation of payments received to insure that all receipts and collections match deposit amount 
  • Reconciling and depositing daily check payments
  • Create and disseminate daily sign-in rosters based on program enrollment and payments received 
  • Create and disseminate monthly invoice requests for member payment collections
  • Training, implementing “Money Handling Policy” for BGCO Site Directors and Member Services Specialist I
• Maintains electronic and hard copy filing systems, ensuring accuracy and timeliness to facilitate easy retrieval of information.
• Process incoming mail, including reviewing invoices and payable requests for accuracy, designating requests for payment to appropriate financial line items; process payments as necessary; share grant and donor information with appropriate Boys & Girls Club parties and as needed. Process and prepare documents for outgoing mailings, taking to post office as necessary.
• Responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed.
• Serve as Club receptionist, greeting all members and visitors; maintaining attendance and visitor logs.
• Maintain records for daily and monthly attendance for Club and public use.
• Perform other related secretarial or administrative duties as requested. 

RELATIONSHIPS:

• Internal: Maintains close, daily contact with Club staff (professional and volunteer), Club members, and supervisor to receive/provide information, discuss issues, explain guidelines/instructions; instruct; and advise/counsel.
• External: Maintains contact with members, families, alumni, community leaders, youth serving professionals, other Clubs, media contacts, organizations and others to achieve program goals and objectives, and share information.

WORK ENVIRONMENT:

• This position requires a person who can work with many distractions, interruptions and still accomplish their objectives and meet established deadlines.  Resource and equipment management are integral components to make the position successful. 
• Member Services Specialist II is expected to adhere to appropriate BGCO dress guidelines at all times.

OTHER SKILLS/KNOWLEDGE REQUESTED:

• Ability to frequently stand, walk, stoop, sit, crouch, bend, speak, and hear.
• Ability to engage in physical activity with members without limitation.
• Ability to lift, carry, pull, or otherwise move objects between 10 and 20 pounds.
• Ability to work cooperatively and collaboratively with staff, public officials, private sector officials, parents, and community leaders. 
• Training in and use of common office equipment. 
• Strong writing, editing and verbal communications skills.
• Strong administrative and organizational skills. 
• Advanced working knowledge of desktop publishing, common computer applications (including Microsoft suite of programs), and on-line web applications with demonstrated success in delivering information and services. 
• Able to manage multiple priorities and be attentive to details 
• Strong communication skills with the ability to communicate technical information in clear, concise terms. 
• Ability to communicate effectively and demonstrate sensitivity with others.
• Ability to maintain strict confidentiality. 
• Excellent customer service skills and ability to contribute to positive work environment. 

OTHER DETAILS:

TITLE: Member Services Specialist II
WAGE: $17-$21/hour DOE
REPORTS TO: Office Manager/ Chief Impact Officer
 

The Club is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. Club policy prohibits discrimination on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition (cancer), marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by federal, state or local law.

The Club is committed to providing equal opportunities and complying with applicable laws. This commitment applies to everyone involved in the operations of the Club. Our team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. We are committed to preventing and correcting unlawful discrimination by any employee, supervisor, co-worker, client or customer or anyone else you may encounter in the course of your work.

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Drug screening and a background check is required upon hire.
All BGCO Employees must be fully vaccinated against COVID-19 with vaccination record submitted to HR at time of hire.
All BGCO Employees must pass DOJ LiveScan fingerprinting & LexisNexis federal criminal and sex-offender background check, pre-employment drug screening, and TB testing. For the safety of our members and staff, convictions of any violent crimes, offenses related to drugs, or crimes against a child will disqualify candidates for employment at Boys & Girls Clubs of Oceanside.

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