Office Administrator - Clinton/Anderson County

Description

If you are an energetic, detail-oriented individual who enjoys interfacing with parents, enrolling members, collecting fees, and reporting data, our Clinton/Anderson County Boys & Girls Club locations need you IMMEDIATELY!  This position will support all Clinton and Anderson County locations, but will primarily be located at our Clinton Community Center location.  Apply for our Youth Service Coordinator job to enjoy a fantastic work environment as a full-time employee. 

CORE VALUES:  Boys & Girls Clubs of the Tennessee Valley needs dynamic, flexible people who are ignited by the idea of Igniting Greatness in the youth we serve.  The success of Boys & Girls Clubs of the Tennessee Valley depends on each and every employee’s commitment to and demonstration of a set of core values and beliefs:

1. We meet the needs of kids
2. We connect with the community around us
3. We recognize the value & potential in those around us
4. We expect the best
5. We invest in our people

PRIMARY FUNCTION:  The Office Administrator provides regular clerical and administrative support to the Club and Executive Director.  Prepares correspondence and reports, answers telephones and maintains electronic and hard copy files.  Office Administrator is responsible for the general management of the office and will handle all office duties as assigned.

KEY ROLES (Essential Job Responsibilities):

• Manages Vision Member Tracking System for all membership information.  Point of contact for questions from staff about the system
• Maintains record of fees, membership, scholarships, vendor voucher, and attendance ensuring information is accurate and up to date

• Collects fees, maintains receipt integrity, and conducts bank deposits
• Ensures deposits are made by specified time and deposit slips are filed and a copy is given to the administrative office
• Consults with parents concerning fees, ensuring that weekly fees are current
• Updates Executive Director monthly on membership data
• Identifies potential vendor/voucher members
• Completes monthly vendor/voucher report
• Maintains daily record on vendor/voucher and DHS grant members
• Orders all office supplies
• Performs regular administrative duties, preparing correspondence and reports as requested by supervisor following established formats
• Assists as needed in monitoring and logging staff attendance and transmits attendance data to payroll
• Attends all specified meetings including Youth Services Coordinator meetings
• May prepare meeting agenda and minutes, make copies, or help out as needed
• Assists with setting up monthly board meetings
• Attends and takes notes/minutes during monthly board meetings
• Assists with the management and marketing of facility rental
• Rotates with other full time staff in closing the facility
• Manages the front desk in absence of the youth service coordinator
• Assists in training new Youth Services Coordinators for other Club locations
• Point of contact for Youth Service Coordinators if they have problems or questions
• Prints and maintains attendance logs, bus rosters and sign-in/out sheets as needed
• Performs other administrative duties as requested including maintaining purchase orders

ADDITIONAL RESPONSIBILITIES:

• Maintains master schedule of Club activities and events in preparation for monthly newsletter, collecting and disseminating information to Club staff, members and families as instructed
• Plans, develops, and implements open houses or other parent events to help boost membership
• Assists in planning and hosting special events (community Halloween party, Christmas Party, Father-Daughter Dance, Golf Tournament)
• Ensure that all club events/pictures are sent to the marketing department in a timely manner for club promotion
• Assist with developing new community partners with Volunteer Coordinator
• Completes monthly Club newsletter by required date
• Assists as needed in building and maintaining relationships with school personnel
• Delivers specific individual measurable outcomes as determined by supervisor
• Assists Executive Director as needed

INDIVIDUAL RESPONSIBILITY:

• Dependability – proven ability to complete all tasks as assigned in an organized manner
• Ensures appropriate responses to all organizational correspondence using brand appropriate language and logos.
• Dedication to service – demonstrated regular Attendance/Punctuality and an ability to learn and develop new skills
• Commitment and attitude that personifies a positive attitude at all times and the ability to multi-task
• Professionalism in appearance, ensuring that dress is professional and appropriate for function/situation based on organizational dress code policies
• Specific Individual measurable outcomes as determined by supervisor

Qualifications

SKILLS/KNOWLEDGE REQUIRED:

• High School Diploma/ GED Required
• Bachelor’s Degree preferred
• Two years of progressive administrative or office clerical experience
• Microsoft Office proficient
• Strong communication skills, both oral and written
• Excellent interpersonal skills and the ability to work well with all types of people
• Ability to establish and maintain effective working relationships with Club staff, board members, volunteers, community groups, and other related agencies
• Strong organizational skills and attention to detail
• Ability to maintain strict confidentiality
• Mandatory CPR and First Aid Certifications
• Knowledge of budgets, control and management
• Cash handling experience

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Working conditions are normal for an office environment
• Must be able to lift 20 pounds
• Must be able to remain alert and energetic for 8 hours or more
• Requires sitting for long periods of time, up to 8 hours
• Must be able to maneuver around an office to access file cabinets, office machinery, etc.
• Continuous operation of computer and all other office machinery, such as a calculator, copy machine and printer