Front Desk Administrative Assistant

Description:

Job Title: Front Desk Administrative Assistant

Department: Club

Reports to: Club Director

FLSA Status: Non\-Exempt

Function: The Front Desk Administrative is responsible for the reception area (Front Desk) at the club. Includes the greeting of all guests, answering phone calls, assisting guests with questions regarding the Boys \& Girls Club services, managing front desk data and sign in and sign out information. Managing club intake and monthly fees and charging for services performed.

PRIMARY RESPONSIBILITIES AND ACTIVITIES: (NOTE \*Not all\-inclusive)

• Under very general supervision, serves as Club Administrative Assistant and Data Specialist. This is a critical position and the champion of first impressions for the club, requiring the assistant to be a self\-starter, independent performer and to stay in their post for extended periods of time except for scheduled breaks. Maintains a cheerful outlook and contributes toward a quality environment for coworkers, visitors, and club members.
• Communicates to management all occurrences involving staff and guests in the club that require attention.
• Performs regular administrative and office duties, preparing correspondence and reports as requested by supervisor.
• Monitors and manages sign in and sign out processes daily of members, volunteers, visitors.
• Handles guests’ questions and concerns professionally, accurately, and immediately, ensuring complete guest satisfaction. Maintains eye contact when addressing external and internal guests. Answers the phone promptly and uses the guest’s name throughout the conversation. Acknowledges and greets everyone who enters and leaves the clubs facilities. Actively promotes the club, services, programs, and promotions.
• Reviews and processes member registrations. Assistant is responsible for member application data entry. Manages sign\-ups for field trips and take payments.
• Accurately enters member’s daily attendance into the computer system with skill and proficiency. Manages the registration process for all members, daily attendance and keeps membership files up to date and organized.
• Manages key registration times: Annual Membership (August), Summer Registration and ongoing registration for available openings. Ensure member’s applications are updated in file; to include but not limited to incident reports, accidents, conduct forms, permission slips, parent documentation, medical documents, etc.
• Prepares, compiles and sorts documents for program attendance. Verifies data and corrects data when necessary.
• Manages account payments and maintains proper records.
• Ensures that all registration, payment, attendance, and related records are kept up to date in TRAXS Solutions or related software to ensure proper record keeping and compliance with DCF and other organizations.
• Ensures Early Learning Coalition (ELC) documentation is signed by parents on a monthly basis and appropriately filed for ELC monthly reporting.
• Maintains master schedule of Club activities, events, collects and disseminates information to Club members and families, providing detailed descriptions of BGCMC, packages, services, facility features and hours of operations.
• Maintains membership accounts (financial payments and updates).
• Completes all daily reports (financial and attendance). Maintain and Manage Member Rosters.
• Monitors office supply inventory and order supplies, as necessary. Maintains a clean, safe, fully stocked, and well\-organized work area.
• Regularly attends, participates in, and supports training and staff meetings for the club.
• Proofreads all materials for accuracy properly prior to supervisory review.
• Relationships:

* Internal: Maintains close, daily contact with Club Staff (Professional and Volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/instructions; instruct and advise/counsel

* External: Maintains contact with members, families, and the public to give and obtain information, either in response to inquiries or as instructed by supervisor.

• Assists in all areas of the club operation as requested by management. Performs other duties as assigned.

Requirements:

POSITION REQUIREMENTS: (not all inclusive)

• High School Degree and/or at least 2 years of administrative assistant experience.
• Ability to relate to children and parents.
• Ability to work effectively with both internal and external customers.
• Proficiency in Microsoft Outlook, Microsoft office programs, including but not limited to Word, Excel, and Access.
• Basic knowledge of proper filing procedures.
• Demonstrated ability to work independently and be an initiative\-taker, requiring only very general oversight.
• Strong Organization, Time Management Skills (Be on time for your shift) and ability to set priorities.
• Obtain strong Work Ethic, Positive Attitude, High Level of Energy and Flexibility
• Strong communication, Interpersonal skills, and Attention to Detail
• Must be comfortable performing multi\-faceted projects in conjunction with day\-to\-day activities.
• Mandatory HIV/AIDS, CPR and First Aid Certifications.
• Valid State Driver’s License and must pass pre\-employment background check and drug test.

It is the policy of the Boys \& Girls Clubs of Manatee County that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, and/or an Affidavit of Good Moral Character. The leading candidate for employment will be required to execute the Consent form and report to a designated location and submit fingerprints for level 2 screening.

No applicant for a designated position will be employed until the level 2 screening results are received, reviewed, and approved by the Boys \& Girls Clubs of Manatee County, Office of Human Resources.

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement