Front Office Manager - Part Time - Morton

STARTING AT $17-$19/hr Job Title: Front Office Manager
Reports to: Club Director Location: Boys & Girls Club of the Midlands, Morton 4606 Terrace Dr. Omaha, NE 68134 Wage: Starting at $17.50-$19/hr. depending on experience Schedule: Monday through Friday, 2:30pm-6:30pm
Organization Information:
The Boys & Girls Clubs of the Midlands (BGCM), an affiliate with Boys & Girls Clubs of America is a comprehensive out-of-school provider designed to support the most vulnerable youth in the Midlands. We have a vision to provide a world-class Club Experience that assures success is within reach of every young person who enters our doors, with all members on track to graduate from high school with a plan for the future, demonstrating good character and citizenship, and living healthy lifestyles.

Position Summary:
The Front Office Manager is responsible for the execution of a wide variety of duties that ensure the efficient running of the club’s front office and entry ways. The position works under the specific instruction and direction of the Club Director of the club at which they are posted. The position provides administrative support to the office as well.

The position is responsible for dealing professionally with confidential information while performing several aspects of assigned work. Specific tasks include, but are not exclusive to ordering office supplies, answering phones, maintaining files, keeping an up to date club calendar, managing the new member onboarding process through KidTrax, reports and money intake through MoneyTrax.

The Front Office Manager position is the first contact current and prospective members, parents and general interested parts interact with either via the phone or in person. They should have high approachability, compassion, and organization skills.

Essential Functions:
Reception/Clerical:

• Ensure the security of the building by monitoring the front entry buzzer and only allowing authorized personnel, members and parents into the building
• Greet guest and members as soon as they arrive in the building
• Get members to rides efficiently
• Answer, address and direct incoming calls in a timely and polite manner
• Maintain a weekly and monthly calendar for club activities, close days and school out days and ensure they are communicated to members, parents, and pertinent schools
• Organize office supplies and restock 3 times per year

Data Management:

• Disseminate weekly Trax reports for organization attendance and activity attendance. Others upon request
• Compile daily meal counts and complete food reimbursement forms monthly
• Regularly review member and household data. Check for duplicate or missing data and correct in a timely manner
• Maintain accurate physical files with members paperwork in office i.e. permission slips, legal documents and onboarding paperwork) in locked file cabinets

Membership:

• Monitor and update membership queue and waitlist. Approve membership applications when necessary
• Guide parents in the application process. Confirm all applications are completed fully and submitted with payment
• Schedule new member orientation. Ensure all members attend orientation and receive a membership card before coming to club for the first time
• Maintain a supply of membership handbooks, onboarding paperwork, cards, and card printer ink
• Manage KidTrax Membership database by keeping membership and household information up to date
• Ensure youth entering the building are members and are tracked through attendance scanning

Monetary:

• Manage all cash and check transactions inside the club. Provide and file all receipts
• Submit weekly MoneyTrax reports to accounting department
• Reconcile money bags weekly and prepare for submission to accounting
• Other duties may be assigned

Qualifications:
Recommended:

• Excellent verbal and written communication skills
• Excellent interpersonal and internal/external customer service skills
• Must have a polite telephone manner and is always well-presented
• Demonstrated organizational skills and project management abilities, attention to detail, and promptness
• Ability to handle multiple tasks efficiently and organizes work to meet deadlines
• Ability to maintain confidentiality and handle sensitive information as well as exercise distraction when working with confidential information
• Knowledge of the mission, vision, values, core beliefs, objectives, policies, programs, procedures, principles, and practices of non-profit organizations, youth development services preferred
• Experience working with and demonstrating compassion and/or sensitivity toward vulnerable populations and individuals with diverse backgrounds present in the organization’s service population, both individually and in groups
• Ability to establish and maintain effective working relationship with Club staff, Board members, volunteers, community groups, and other related agencies
• Must be of flawless integrity & be able to fully embody our organizational Core Values

Required:

• Strong interpersonal and communication skills, including written and oral
• Must have a polite telephone manner and is always well-presented
• Ability to handle multiple tasks efficiently and organizes work to meet deadlines
• Ability to maintain confidentiality and handle sensitive information as well as exercise distraction when working with confidential information
• Associates degree, Bachelor’s degree preferred
• Must be able to effectively navigate and function within a virtual environment
• Must effectively and comfortably manage in a virtual environment:
  • Must serve as a technology advocate and understand the tools available and optimal methods to ensure utilization of technology is promoted at every opportunity
  • Must be able to inspire trust and motivate virtual teams using strong communication, developmental and interpersonal skills and an ability to adapt to different virtual platforms
  • Must successfully guide virtual teams, communicate clear goals, and facilitate problem solving
• Must be proficient in the use of Windows, Internet, Microsoft Suite (Microsoft Teams, Word, Excel, Outlook, Access or other database software proficiency), Zoom or other Virtual Meeting platforms, and Google Platform (Drive, Docs, Sheets, Slides)
• Ability to earn and maintain mandatory CPR & First aid certification
• Maintain a valid driver’s license and meet eligibility requirements to drive a BGCM vehicle
• Must be able to pass a drug test, criminal and driving records investigation
• The ability to read and write is necessary to complete reports and properly document program and organizational data
• Must have reliable transportation to get to sites or meetings
• Must have regular and reliable attendance