What are the responsibilities and job description for the Office Coordinator position at Girl Scouts of Central Illinois?
Have you been searching for a position where you can make a difference? Look no further! Girl Scouting builds girls of courage, confidence, and character who make the world a better place. As an Office Coordinator, you would be directly involved in this rewarding mission.
The Office Coordinator will serve as the point of contact for inquires via in person, phone, email and through the Customer Relationship Management (CRM) system. They are responsible for the input and data integrity in our CRM systems as well as the oversight of our Trefoil Boutiques, which offers the Council, and it’s volunteers the opportunity to acquire the program materials to support the Girl Scout program.
This is a non-exempt, hourly position, 36.5 hours/week. Benefit eligible, including: medical, dental, life, long-term disability, 12 paid holidays a year, 15 days of vacation, 40 hours of personal time, and 12 days of sick, all earned each year. Additionally, we offer a 403b and match after 1 year, and offer the option to enroll in many other supplementary benefits.
Responsibilities:
- Provide exceptional customer service and assistance to all stakeholders.
- Assist volunteers and parents on the phone, email, and in person, referring to appropriate staff when necessary.
- Providing customer support relating to facility rental, reservations, registrations, and processing of payments and contract agreements for facility rentals outside Girl Scouts
- Add programs, events, trainings, and camp into the CRM.
- Manage petty cash in an accurate and prompt manner according to council financial procedures
- Maintain inventory controls that meet the seasonal and special needs of customers.
- Maintain the local service center postage meter and order additional postage as needed.
- Ensure local service center equipment (ie phones, copier) is in proper working order: notify Network Administrator of needed repairs/replacements.
- Checkout and ensure proper tracking of service center equipment including library materials, flags, home studies and local council vehicle.
- Oversight of local service center office supplies ensuring availability and purchasing as needed.
- Coordination, communication and scheduling of office services such as mail, deliveries, newspaper service; and suspension of services over holiday break.
- Meet sales revenue goals, generate monthly sales report, and adjust sales plan to meet goal.
- Run, reconcile, and analyze monthly inventory reports.
- Perform the POS opening and closing for the boutique, including cashiering, receipt of all monies, and deposits, according to the cash handling and security procedures.
- Create a shopping environment that is appealing to our target customer.
- Train all POS users, run system backups, and ensure all users adhere to financial policies, procedures and process documentation.
- Performs other duties as required.
Employer Requirements:
- Believe in the mission of Girl Scouting.
- Be at least 21 years of age.
- Ability to pass a criminal and background check.
- Good character, integrity, adaptability, patience, sense of humor, and enthusiasm.
- Team player with excellent customer service skills.
- Computer experience with proficiency in Microsoft Office Products.
- Ensure diversity and pluralism is embraced and incorporated into the work of the council.
- Be Familiar with safety rules and regulations and take reasonable steps to ensure own health and safety, and that of others.
- Interpret and support GSUSA and council policies and standard procedures.
- Uphold the code of conduct as outlined in the Employee Handbook.
- Represent the organization professionally and uphold the Girl Scout Promise and Law.
Position Requirements:
- High School Diploma and at least two years or experience working in an office or retail environment.
- Experience in POS and CRM.
- Exhibit the ability to work independently and be self-motivated in fast-paced team environment.
- Possess strong planning and organizational skills.
- Strong interpersonal skills, including the ability to resolve conflict and maturity of judgement.
- Ability to work four Saturdays a year.
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift 30 pounds at times.
- Walking, standing, bending, stooping, reaching, and moderate lifting.
- Occasional exposure to seasonal weather conditions.
