Membership Clerk

Job Description

Job Description

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 have provided a safe, fun, and positive environment at our sites with trained and dedicated professional staff. Members are involved in age-appropriate activities based on our three priority outcomes: 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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. Dress in appropriate attire/uniform at all times.
12. Travels between assigned sites to conduct audits, ensure compliance with organizational standards, and provide support with documentation and filing systems.

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

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.

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
• Valid Driver’s license and verification of insurance
• Occasional weekend and evenings in support of fundraising events, committee meetings, and activities.
• CPR & First Aid Certification

BENEFITS WE OFFER

• Medical, dental, vision, vacation, and sick leave
• Discounted membership for Club services for eligible dependents
• Employee Assistance Program (EAP): Access to confidential counseling and support services.
• 401(k) savings and investment plan with employer match
• Professional Development
• Staff Member Discounts and Perks

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.