Front Office Manager - Florence

• Location 2610 Hamilton Street,Omaha, NE, 68131,United States
• Job Category Operations, Office, Youth
• Employee Type FT Non-Exempt

STARTING AT $17-$19/hr

Location:
Boys & Girls Clubs of the Midlands - Florence - 7902 N. 36th St. Omaha, NE 68112

Schedule:Monday through Friday, 11:30AM- 7:30PM

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.

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 Kid Trax, reports and money intake through Money Trax. 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.

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 Kid Trax 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 Money Trax reports to accounting department
• Reconcile money bags weekly and prepare for submission to accounting
• Other duties may be assigned

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…