Membership Clerk

DEPARTMENT/PROJECT OVERVIEW

The Boys & Girls Clubs of Greater San Diego (BGCGSD or Clubs) CHANGES LIVES through quality programs and guidance in a safe, affordable and fun environment. BGCGSD’s mission is to inspire and enable youth to achieve academic success, build good character and responsible citizenship and make healthy lifestyle choices. We have been providing a safe, fun and positive environment at our sites with trained and dedicated professional staff for over 80 years. Members are involved in age-appropriate activities based upon our three priority outcomes of Academic Success, Character Development and Healthy Lifestyles.

POSITION OVERVIEW

Under the direct supervision of the Branch Manager, the Membership Clerk is primarily responsible for assuring that all members and guests adhere to registration procedures on a daily basis; oversees the replacement of lost Club cards and invoicing of membership dues and/or activity fees. Will answer phones, take messages, provide callers with information, and track membership program participation, maintain files. Provides administrative support and assist with checking in Members and Group Leader responsibilities as needed.

SPECIAL CONDITIONS OF EMPLOYMENT

• Successful completion of pre-employment background check and drug screen.
• Occasional weekend and evenings in support of fundraising events, committee meetings and activities.
• CPR & First Aid Certification

ESSENTIAL DUTIES AND RESPONSIBILITIES

FRONT DESK OPERATIONS

1. Assist with conducting daily health & wellness checks on all staff and members as outlined in current guidelines.
2. Be aware of current safety protocols that are being adhered to: adults are wearing face coverings, social distancing, frequent hand washing, etc.
3. Answer the Club phone promptly and use the guests’ name throughout the conversation.
4. Issuance and collection of membership forms, collecting membership dues, and issuing membership cards. Maintain current membership record for all members.
5. Effectively use and work in the Club membership tracking system to enter new member applications; enter program attendance on a daily basis; run reports.
6. Actively promote the BGCGSD; provide detailed descriptions of the Club packages, services, programs, promotions, discounts, facility features, and hours of operations.
7. Perform accounting activities such as handling, changing, receipting, and counting of all forms of currency; i.e. membership fees.
8. Able to be productive without constant direct supervision and remain at assigned post for extended periods of time.
9. Implement and enforce all Club rules and policies with members; module and encourage positive behavior.
10. Provide accurate, appropriate and immediate responses to all requests by guests, ensuring complete guest satisfaction.
11. Create and maintain files for all membership applications; update member contact information and data as provided and in a timely manner.
12. Dress in appropriate attire/uniform at all times.

ADMINISTRATIVE

1. Demonstrate responsibility with work schedule, meetings and trainings; take part in special programs and/or events.
2. Maintain a clean, safe, fully stocked and well-organized work area; accountable for inventory and proper use of office equipment and supplies; update and track Club site event calendar and parent communication boards.
3. Ensure a team-based work environment by communicating effectively and positively with Branch Manager, Group Leaders, co-workers, and volunteers.
4. Maintain staff and member confidentiality; make recommendations regarding member’s needs, program ideas, and facility needs.
5. Be aware of Club safety guidelines and first-aid resources and procedures.
6. Assist Branch Manager with Group Leader responsibilities as needed.
7. Perform miscellaneous tasks requested by supervisor.
8. Other duties as assigned

QUALIFICATIONS

1. Must be 18 years of age with High School Diploma or equivalent and one (1) year of administrative experience required; Associates degree and two (2) years of related experience preferred.
2. Minimum of one (1) year experience working directly with school-aged youth and knowledge of youth development.
3. Proficiency with computers and office equipment. Experience using a variety of office software, such as email, scheduling, word processing and spreadsheet programs. Efficient typing and filing skills.
4. Excellent verbal and written communications skills in both English and Spanish preferred.
5. Must have basic math and money handling skills; basic phone skills, answering, transferring, and paging.
6. Knowledge of electronic and hard copy filing systems; making sure files are accurate, timely and easy to retrieve.
7. Monitors office supply inventory and order supplies as necessary.
8. Experience using web-based payroll system for reporting and transmitting data to payroll.
9. Strong verbal and written communication skills
10. Aptitude to be efficient and productive in a fast-paced environment; demonstrated customer service proficiency; excellent communication and listening skills.
11. Work ethic to be responsible, accountable, provide follow-up, complete tasks, and meet deadlines in a professional manner with accuracy and on schedule.

BENEFITS

• Paid vacation (after 12 months), and sick leave
• Discounted Club membership
• Professional Development

The information presented is intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

DISCRIMINATION STATEMENT

The BGCGSD prohibits discrimination against current staff or applicants on the basis of sex (including pregnancy, childbirth, or related medical conditions), race, religion, color, national origin, physical or mental disability, protected medical condition, marital status, age, sexual orientation, gender identity, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law. BGCGSD is an equal opportunity employer.