Boys & Girls Club of Laguna Beach Member Services Representative Position Description

Mission:

To empower and enable all young people, especially those who need us most to reach their full potential as productive, caring and responsible adults.

Position Description:

Job Title:

Member Services Representative

Classification:

Non-Exempt

Hours Per Week:

Monday - Friday, 2:00pm-6:00 pm, Summer 9:30am – 6:00pm

Reports to:

Area Member Services Coordinator/Chief Finance Officer

Contact:

Faye Cartmale, Chief Human Resources Officer

Locations:

Laguna Beach (Canyon Branch)

PRIMARY FUNCTION

Provide a wide range of administrative member services support for Canyon Branch to facilitate the efficient operation of the organization. Under the supervision of the Area Member Services Director, the Member Services Representative will assist the organization and administration of Member Services. The Member Services Representative is an administrative support that is responsible for performing general administrative and clerical support duties, including managing the front of house for the Canyon Branch.

KEY ROLES (Essential Job Responsibilities)

Administrative Responsibilities

• Provide excellent customer service to our member, parents, board member & community.
• Scan general and program attendance
• Enter charges and payments into MyClubHub database
• Pull reports / find and fix data
• Print out billing statements
• Track and log membership payments and paperwork
• Create and maintain electronic filing system for Club documents.
• Assume other duties as assigned
• Maintain electronic and hard copy filing system
• Handle phone and in-person requests for information
• Resolve administrative problems and inquires
• Maintain procedures manual to ensure consistent performance of routines
• Maintain clean and orderly front desk area
• Ensure there is an adequate amount of copies of membership forms, permission slips and any other required forms in stock on a daily basis.
• Maintain communication with parents regarding upcoming events and programs.
• Maintain communication with schools regarding Club programs, school calendars and dismissal times.

Professional Development and Personal Initiative

Seek out appropriate training and work to achieve greater responsibility. Take initiative to achieve individual professional goals, seek out ways to better serve our members and help our organization more fully accomplish its mission. Contribute to a positive work environment and strive to maintain personal competency. Attend weekly staff meetings, staff development workshops, and participate in regular trainings.

Interpersonal Skills and Responsibilities

Must be able to accurately understand all forms of communication. Maintain daily communication with parents and Club guests. Check email and act upon directives and information contained therein. Provide others with necessary, correct, and timely information and feedback. Understand and accept guidance and supervision. Work as a team and cooperate with entire staff for the welfare of the Club. Seek out new and varied techniques to communicate with staff and members, recognizing that different people require different approaches. Demonstrate knowledge of principles and processes for providing customer service.

Decision-Making

Ability to problem-solve through situations requiring conflict resolution. Able to accomplish tasks with little direct supervision.

Leadership

Serve as a role model for co-workers and youth, demonstrating responsible, ethical, and professional behavior. Enhance and encourage the growth of co-workers.

ESSENTIAL KNOWLEDGE, CHARACTERISTICS AND SKILLS

• Genuine interest in and knowledge of youth development and safety
• Preferred personal traits- leadership, responsibility, patience, dependability, maturity, positive attitude, flexibility, punctuality, organized
• Ability to work with frequent interruptions and changes in work priorities
• Ability to multitask and prioritize tasks
• Ability to maintain confidentiality
• Computer skills and knowledge of relevant software
• Strong communication skills, both oral and written
• Knowledge of principles and practices of basic office management
• Excellent customer service and interpersonal skills
• Genuine interest in and knowledge of youth development and safety

Additional Responsibilities

• Ensure a healthy and safe environment for Club members, volunteers, and co-workers.
• Complete daily Club Scrub assignment and ensure the Club is clean, organized and free of litter and clutter.
• Transport members in Club vehicle (must be at least 25 years of age and have a clean driving record).
• Assume other duties as deemed necessary by management.
• Must follow all Club policies and guidelines.

REQUIRED CERTIFICATIONS

• High School Diploma (Bachelor’s degree preferred)
• Mandatory CPR and First Aid Certifications
• Valid state driver’s license and insurance

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Ability to sit at a desk or computer for extended periods of time
• Ability to lift at least 20 pounds
• Ability to go up and down stairs throughout the day

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.