Branch Administrative Assistant

POSITION DESCRIPTION

Are you able to provide the ideal customer service experience? Do you have excellent administrative skills, and can excel in the world of clerical duties? Our Branch Administrative Assistant is responsible for a variety of clerical duties. Under the direction of the Branch Director, the Branch Administrative Assistant ensures that all members and parents/guardians have a safe, efficient, and pleasant experience while entering and exiting the Branch. Responsibilities include but are not limited to greeting members and parents/guardians, checking members in and out using the BGCS member tracking system, answering phones, completing grant requirements, ensures safety inspections are completed, regularly check the facility for cleanliness, other reporting. and giving tours. If 21 or older, responsibilities may include transporting members.

ESSENTIAL FUNCTIONS

Essential functions and responsibilities include, but are not limited to:

Reception & Clerical Responsibilities:

• Greets members, parents/guardians, potential donors, vendors, and others in a professional, customer service-oriented manner.
• Open and close the club as needed.
• Ensures that check-in and check-out process is entered timely in member tracking system.
• Answers phones, takes messages, and transfers calls. Communicates messages in a timely manner.
• Monitors front desk office supplies. Communicates when supplies need replacement.
• Gives tours to prospective Club families and other interested parties.
• Promotes Club programs, camps, and events in a knowledgeable manner.

Health & Safety:

• Ensures front desk remains safe, clean, and organized.
• Walks the club regularly to ensure hallways and rooms are clean and safety requirements are met. Report safety needs to Branch Director as needed.
• Regularly does routine safety and facilities inspections and sends to Branch Director.
• Adheres to Boys & Girls Clubs of Greater Scottsdales policies and procedures.
• Demonstrates sound judgement and decision-making. Acts quickly in emergency situations.
• Maintains Club equipment and property to ensure they stay in good working order.
• Uses positive guidance and discipline techniques to redirect member behavior issues.
• Utilizes active supervision techniques when working with Club members.
• Ensures the security of the building by monitoring the front entry.
• Confirms that all individuals checking members out are on the approved pick-up list.

Additional Responsibilities:

• Supports and mirrors the culture, mission, values, and core beliefs of Boys & Girls Clubs of Greater Scottsdale.
• Collects and providers data to Branch Directors for grant reporting requirements and other reporting requirements as requested by the Branch Director or leadership.
• Regularly checks MyClubHub program check ins to ensure accuracy.
• Promotes an inclusive, welcoming, and respectful environment that embraces diversity.
• Assignment to an area when staffing requires an extra person to work with members.
• Other duties as assigned.

QUALIFICATIONS & SKILLS

Required:

• High school graduate or G.E.D. equivalent.
• Passion for working with youth and teens.
• Ability to multitask and adapt to Clubs changing needs.
• Excellent verbal and written communication skills.
• Excellent interpersonal and cooperative working skills.
• Must be proficient in the use of Microsoft Suite and be comfortable adapting to new technology.
• If 21 or older, maintains a valid drivers license and meets eligibility requirements to drive Club vehicles.
• Flawless ethics and integrity.
• Safety oriented mindset.

Recommended:

• Customer service experience.
• Ability to earn and maintain CPR and First Aide certifications.