Office Manager / Member Services

Boys & Girls Club of the Pikes Peak Region

Job Title : Office Manager / Member Services

Operating Unit : Central Office

Weekly Hours : Fulltime Hourly

Pay Range : $20-$22 (depending on experience)

Department : Finance & Executive

Date : 11 / 10 / 25

Mission Statement : To inspire and enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.

Position Overview : The Office Manager / Member Services’ primary role is to provide regular clerical and administrative support to the President / CEO and / or other administrative staff, as necessary. Along with providing financial, clerical, and administrative services to ensure efficient, timely, and accurate payment of accounts. Prepares correspondence, reports, maintains schedule and calendar, answers telephones, and maintains electronic & hard copy files.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and / or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

Essential Duties and Responsibilities :

• Communicate and handle incoming and outgoing electronic communications on behalf of the organization.
• Perform regular administrative duties, calendar management, prepare correspondence and reports as requested and compose draft letters following established formats.
• Manage Board files, assemble Board book, and transcribe Board minutes.
• Order / pick up food for meetings (Board & Staff).
• Process check-logs and send out “Thank You” letters within 48 hours.
• Assist Development with Direct Mail letters and fundraising events.
• Answer phones-talking to parents & re-directing phone calls to the appropriate party promptly and efficiently.
• Manage / check general voicemail inbox.
• Pick up P.O. Box mail & central office mail and give to VP of Development.
• Greet & assist office guests.
• Order / monitor office supplies and inventory.
• Responsible for managing technology, inventory of office equipment, and service contracts, performing routine maintenance activities and contacting service representatives as needed (printers, phone system, internet, postage, master calendar).
• Prepare meeting agendas and minutes, as necessary.
• Set up All Hands Meetings every 6 weeks.
• Interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Receive & process deposits from BGCPPR & Kids Club 360 locations.
• Receive & process any payments received in office.
• Receive, process, and manage one time and recurring credit card payments to include PayPal, World Pay, & USAePay; file in Director of Finance and Internal Control’s office.
• Enter payments made in all forms into accounts in Vision.
• Check and process Kids Club 360 registrations online & in the parent portal.
• Maintain & update Financial Dept. monthly enrollment projections.
• Receive and process Child Care Aware of America & National Association of Child Care Resource & Referral Agencies (Child Care Aware of America) approvals.
• Prepare & submit Child Care Aware of America invoices & attendance forms for payment.
• Receive and process Child Care Aware of America payments.
• Enter Child Care Aware of America parent fee charges & email parents with balance due.
• Process account withdrawals and vacation requests as submitted.
• Manage past due accounts & collection processes.
• Interface with parents about account payments and balances.
• Prepare & submit Military Youth Outreach (MYO) billing submissions.
• Request & process account refunds.
• Assist Director of Finance with reimbursement grants by collecting information and filing requests for reimbursement.
• Collect and submit weekly food / catering orders for Kids Clubs and Boys & Girls Clubs.
• Registration – Assist with managing registration@bgcppr.org email, and drop box for youth enrollment documents, emailing parents for missing documents needed to complete registration, add youth to the In-Process spreadsheet, processing requested documents to complete registration, emailing parents & directors when registration is compete. Complete youth files and distribute youth files to appropriate Director.
• Help parents with registration when they come into the office.
• Manage, organize & archive youth files.
• Check and manage info@bgcppr.org .
• File and organize as needed.
• Other duties as needed or assigned.

Supervision Exercised :

The Office Manager / Member Services does not oversee or supervise any other positions.

Qualifications :

Skills :

Employee Benefits Offered :

Boys & Girls Club of the Pikes Peak Region offers medical, dental, and vision to full-time employees who work 30+ hours per week on average the first of the month following 60 days of employment. Our current coverage is with UnitedHealthcare. The company contributes 100%. Spouse and dependent medical, dental, and vision coverage is offered at the full expense of the employee.

The Club also offers life, basic Short-Term Disability and Long-Term Disability paid for by BGCPPR at 100% for employees only.

The organization also participates in a defined pension plan. This is a 401A employer contribution only. Normally, eligibility begins after the first year of employment as long as 1,000 hours has been met. Once eligibility has been met the Club currently pays 5% of your salary annually. In this plan we have a 2–6 year vesting schedule.

Additional benefits include 15 days of paid time off (PTO). This PTO accrues per pay period and is available for use upon hire. We have 12 traditional paid holidays that start upon hire as well.

Physical Demands and Work Environment :

Frequently required to sit, walk, stand, hear, talk, see, use hands, reach and manipulate objects, tools or controls. This position requires mobility. One must have reliable transportation and a valid driver’s license. Duties involve moving boxes weighing up to 25 pounds on an occasional basis. Usual office working conditions with typical noise levels in the work environment.

Disclaimer :

The information presented indicates the nature and level of work expected of employees in this classification. It is not designed to contain, nor be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees.

About Boys and Girls Club of the Pikes Peak Region :

The Boys & Girls Club of the Pikes Peak Region has served the community since 1888. Our organization is also the oldest Club west of the Mississippi River and the eighth oldest Club of more than 4,300 worldwide. During our 137-year history, our organization has devoted itself to providing the youth of the Pikes Peak Region with a safe place to learn and grow. We operate two after school youth development programs and two before & after school child care programs in the Pikes Peak Region, serving approximately 1,400 youth with nationally acclaimed programming.