Office Manager

JOB SUMMARY:

Operate in a congenial and informative manner serving as the office manager and chief customer service representative at the front desk of the Jon L Wanzek Center for Scouting. Assist parents, volunteer leaders, youth, and rental customers with any business / scouting related needs. Manage rental and reservation process for the building and provide clerical support for the Council Advancement process. Provide clerical support for all camping, programs, and activities – Summer Camps, Day Camps, Seasonal Weekend Camps, outside group rentals, and all other District / Council programs and activities.

ESSENTIAL FUNCTIONS:

1. Chief Customer Service Representative at the Jon L Wanzek Center for Scouting.

a. 1st on Phones.

b. Greet visitors and provide information.

c. Connect volunteers, visitors, parents, and scouts with and staff as needed.

d. Receipt payments from volunteers

e. Process front desk deposits

f. Responsible for opening and closing the reception area and keeping that front area cleaned up as much as possible.

g. Record written phone messages as needed and forward to staff.

2. Manage Facility Rental of the Jon L Wanzek Center for Scouting

a. Maintain Meeting Room calendar.

b. Issue Key FOBS to customers and see that they are returned.

c. Explain and enforce rental policies for customers.

d. See that invoices are sent and follow up past on due payments.

e. Inspect rooms before and after rentals.

f. Work with a volunteer group to fix things around the office.

g. When the job is more than a volunteer can do, work to bring in professionals.

3. Camping, Program, and Activity Support

a. Set up & maintain registration for all summer camps, day camps, weekend camps, Council / District Activities and Events. This includes reservations, mailings, database upkeep and fee processing.

b. Generate appropriate, accurate reports for all camps, programs, and activities.

c. Complete audit balancing of all camps, programs, and activities to ensure all receipts are entered accurately and billing notices are sent out as needed.

d. Assist with correspondence, forms, Leaders’ Guides and other documents in order to provide information to volunteers and staff.

e. Provide information to leaders, parents, and staff related to all camping, program, and activities.

f. Provide clerical support for the Council Program Director and the Marketing & Activities Director.

4. Clerical support for the Council Advancement process.

a. Assist with processing Eagle Applications.

b. Verify all information on the Eagle application including signatures, merit badges earned.

c. After Boards of Review, see that Eagle Applications have all required signatures and dates including the Scout Executive and are then sent to the National Service Center for processing.

d. Once completed Eagle Certificates are returned to the council, contact the unit leaders to arrange for timely delivery either in person or by mail.

5. Scout Executive support.

a. Assist the Scout Executive with clerical work as needed.

6. All Other Duties as assigned by the Scout Executive

OTHER RELATED ACTIVITIES:

1. Help provide coverage for other positions when requested.

2. Maintain a clean and tidy work area

3. Monitor the building lobby & meeting rooms for cleanliness. Address any immediate issues as needed.

STANDARD BEHAVIORAL FACTORS:

An attitude of congeniality, cooperation, and dependability is a must. Additionally, personal initiative and organization are critical traits to be successful in this position. Business appropriate dress is expected as is a willingness to learn and/or change with new procedures.

MATERIALS AND EQUIPMENT USED:

Computer, printer, copier, adding machine, telephone, scanner, Microsoft Office suite, Adobe Acrobat, Black Pug, People Soft, BSA Proprietary software, and other web-based applications as needed.

PHYSICAL ACTIVITIES/MENTAL DEMANDS:

Talking, hearing, repetitive motions, fine motor skills and dexterity. Reading, language, math, reasoning, verbal and written communications, customer contact, continuous learning, attention to detail, problem solving, confidentiality, multiple concurrent tasks, constant interruptions.

WORKING CONDITIONS: The worker is subject to inside environmental conditions.

PHYSICAL REQUIREMENT:

Most of the work is clerical in nature. Most of the time the worker is seated; however, there are some physical requirements including the ability to walk around and inspect rooms and be able to lift up to 40lbs.

MINIMUM REQUIREMENTS:

Proficiency with spreadsheets and database management. Excellent communication skills, self-starter, initiative, ability to prioritize, team player. Proficient the Microsoft Suite including Word, Excel, Power Point, Outlook, Share Point and One Drive. Attention to detail and the ability to multi-task is required. Must be able and willing to quickly learn new computer and web-based applications.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Fargo, ND 58103 (Preferred)

Ability to Relocate:

• Fargo, ND 58103: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20