Front Desk Assistant - DeSoto Club

Boys & Girls Clubs of Manatee County
Job Description
Boys & Girls Clubs of Manatee County Job Posting
Palmetto Club – Front Desk Assistant
 
FUNCTION: Under the direct supervision of the Club Director, the Front Desk/Administrative Assistant has the general responsibility of the front counter area. 
 
PRIMARY RESPONSIBILITIES AND ACTIVITIES: (not all-inclusive)
• Have members scan in and scan out (Remind members to scan out each day, a live scan out must happen each day). Also, parents are required to sign out member if leaving before club time is over. 
• Answer telephone
• Clean and organize front desk daily
• Provide information for parents, guest and visitors
• Collect payments for field trips
• Manage the front desk and serve as the receptionist for the club (2-6pm for the school year and  Summer as assigned by the Club Director) 
• Take payments (please be mindful of the due dates for payments- calls should be placed on the following business day after payment is due which reminds parents that their account is past due- this should be done each month, please set a reminder for yourself)
• Complete payment book daily- (placing Paid in the payment book does not mean that it has been paid, you must put the code in the spreadsheet)
a. Once Data Specialist has completed the registration process for the summer participants he/she will give you the files to put their payment information in the system. Once they have been entered you must return the files to Data Specialist and he/she will place them in the filing cabinet. 
b. Here is a tip: for the busiest times write the child’s name on the back of the receipt and then when you have a quieter moment go back and enter the information  
• Close out payments and register for the day
• Submit any documentation for files to Data Specialist in a timely manner and  if Data Specialist has requested
• Enter daily attendance and program attendance.
• Double check parent sign out for all members, including ELC (if the member signed in for the day the parent must sign them out, submit discrepancies daily to Data Specialist so that we do not send in erroneous information. Note that the daily attendance and the sign out sheet are required for ELC reports).
• Calculate ELC Payments prior to the due date for payments and place in the payment book for the amount due
• File conduct, late fees forms, accident /incident once processed by Club Director and handed back to you, daily attendance, parent sign out, ELC forms that are faxed to us, bus roster and permit to travel documents
• Make membership cards
• Create new bus rosters and verify that the driver signed the bottom of the roster sheet when it is returned to you. 
• All visitors that come through the door must sign in and have a visitor’s badge/volunteer badge 
• Any teens who come into the club must be listed on our roster and have a badge, if they do not they will have to sign in as a visitor for the teen program for that day and be given an application to fill out and bring back to the club.  Teens can only come once as a visitor.  They, then have to have a completed application on file to attend. 
• Maintain all systems that have been put in place for daily program operations 
• Organize member cards during the summer program (all cards will have to be organized in the morning and afternoon for scanning in and scanning out) 
• Any parent communication the Club Director should be communicated via email if Club Director is not available.
• You may assist any member that needs basic first aid, however if you are unable to do call for the MOD (manager on duty) for assistance. 
• Redirect members needs to the appropriate staff (e.g. “where do I go?”, “When is snack?”, “What time is it?”, “Can I go to the bathroom”). 
• Assist with data entry as needed and if asked by the Club Director
 
POSITION REQUIREMENTS: (not all inclusive)
• This position is Part-Time. School Hours: 2pm-6:30pm and Summer Hours assigned by Club Director.
• Valid State Driver’s License and must pass pre-employment background check and drug test.
• Basic knowledge of Microsoft Office programs, including, but not limited to Word, Excel, and Access.
• Basic knowledge of Microsoft Outlook
• Basic knowledge of proper filing procedures.
• Ability to relate with children and parents.
• Experience in working with children and knowledge of youth development.
• Strong Organization, Time Management Skills and ability to set Priorities
• Obtain strong Work Ethic, Positive Attitude, High Level of Energy and Flexibility 
• Strong communication, Interpersonal skills, and Attention to Detail
• Must be comfortable performing multi-faceted projects in conjunction with day-to-day activities.
 
POSITION QUALIFICATIONS:
• Required to stand, walk, and sit. Able to use hands and fingers on a (computer) keyboard and other office equipment.
• Lift and/or move up to 25 pounds during a standard 4 or 8 hour shift.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, and depth perception.
• The noise level in the work environment is high due to work is conducted in a Club for children, inside and outside setting.
 
HOW TO APPLY: To apply, please email hr@bgcmanatee.org with a resume. Also, indicate the position you are applying for in the subject line. Principal applicants only, no recruiters; no phone calls or walk-ins accepted. This position is part-time, based in Bradenton, Florida. The Boys & Girls Clubs of Manatee County is an Equal Opportunity Employer.  1-23-17
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