Membership Clerk

Clubs and school sites (Location may change due to business needs)

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 provide a positive environment with trained and dedicated professionals. 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; and oversees the replacement of lost Club cards and invoicing of membership dues and/or activity fees. Communicates and maintains a strong connection with Management. Maintains consistency and accuracy on front desk duties, and member service expectations. Will also answer phones, take messages, provide callers with information, track membership program participation, and maintain files. Provides administrative support and assists with checking in Members and Group Leader responsibilities as needed.

Function Name/Tasks

FRONT DESK OPERATIONS

1. Be aware of current safety protocols that are being adhered to.
2. Answer the Club phone promptly and use the guests’ name throughout the conversation.
3. Issuance and collection of membership forms, collecting membership dues, and issuing membership cards. Maintain current membership records for all members.
4. Effectively use and work in the Club membership tracking system to enter new member applications; enter program attendance on a weekly basis; runs reports.
5. Actively promote the BGCGSD; provide detailed descriptions of the Club packages, services, programs, promotions, discounts, facility features, and hours of operations.
6. Maintain and reviews accurate records and ensure consistency
7. Able to be productive without constant direct supervision and remain at assigned post for extended periods of time.
8. Implement and enforce all Club rules and policies with members; module and encourage positive behavior.
9. Provide accurate, appropriate, and immediate responses to all requests by guests, ensuring complete guest satisfaction.
10. Create and maintain files for all membership applications; update member contact information and data as provided and in a timely manner.
11. Conduct audits, ensure compliance with organizational standards, and provide support with documentation and filing systems.
12. Dress in appropriate attire/uniform at all times.

ADMINISTRATIVE

1. Demonstrate responsibility with work schedule, meetings, and training. 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 Directors, Group Leaders, co-workers, and volunteers.
4. Communicate any potential issue or concern regularly with the Regional Manager and Leadership regarding personnel, parents, peers, partners, or Club members
5. Maintain staff and member confidentiality; make recommendations regarding member’s needs, program ideas, and facility needs.
6. Be aware of Club safety guidelines and first aid resources and procedures.
7. Perform miscellaneous tasks requested by the supervisor.
8. Other Duties as assigned

SAFETY & WELLNESS

1. Ensure a safe, clean, and welcoming environment for all youth, staff, and visitors by consistently enforcing safety protocols and organizational policies.
2. Be proactive in identifying and reporting any safety concerns or maintenance requirements to ensure a safe working environment for everyone.
3. Participate in safety drills and contribute to ongoing risk assessment and emergency preparedness efforts.
4. Contribute to the ongoing improvement of Club safety and wellness policies and procedures across the Club.

SPECIAL CONDITIONS OF EMPLOYMENT

• Successful completion of pre-employment background check
• Maintains compliance with the organization's drug-free workplace policy
• Work occasional weekends and evenings in support of fundraising events, committee meetings, trainings, and activities.
• CPR & First Aid Certification

QUALIFICATIONS

1. Must be 18 years of age with a 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. Must have basic math and money handling skills; basic phone skills, answering, transferring, and paging.
5. Knowledge of electronic and hard copy filing systems; making sure files are accurate, timely, and easy to retrieve.
6. Monitors office supply inventory and orders supplies as necessary.
7. Experience using a web-based payroll system for reporting and transmitting data to payroll.
8. Strong verbal and written communication skills
9. Aptitude to be efficient and productive in a fast-paced environment; demonstrated customer service proficiency; excellent communication and listening skills.
10. Work ethic to be responsible, accountable, provide follow-up, complete tasks, and professionally meets deadlines with accuracy and on schedule.

BENEFITS WE OFFER

• Paid vacation (after 12 months), and sick leave
• Discounted Club membership
• Employee Assistance Program (EAP)
• Professional development and growth opportunities
• Staff discounts and exclusive perks

BGCGSD “I CARE” VALUES

• INTEGRITY: We are authentic, trustworthy, honest and transparent. We strive to do the right thing every day, every time to advance our Mission.
• COLLABORATION: We work effectively within and across teams to accomplish our goals in support of the Mission and each other. We celebrate successes and continually learn and grow together.
• ACCOUNTABILITY: We take ownership of our actions, decisions and results. We hold ourselves to a high standard while being impeccable stewards of our resources.
• RESPECT: We value diversity and create environments of belonging. We treat others with respect personally and professionally. We embrace ways of thinking that may be different from our own to advance our Mission.
• EXCELLENCE: We excel in service to our Clubs, our partners and donors, and each other. We innovate and measure impact to continuously improve ourselves and our organization to advance our Mission.

SAFETY

Based on Labor Code Section 6401.7 it is expected that all employees know and practice all appropriate safety methods and procedures.

GENERAL NATURE

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

BGCGSD is an equal opportunity employer and is committed to providing equal employment opportunities to all employees and applicants. BGCGSD prohibits discrimination, harassment, and retaliation based on any characteristic protected by applicable federal, state, or local law, including, but not limited to, race, religious creed, color, national origin, ancestry, citizenship, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, sexual orientation, marital status, age, physical disability, mental disability, medical condition, genetic information, reproductive health decision-making, military or veteran status, or any other status protected by law.