CORE VALUES: Boys & Girls Clubs of the Tennessee Valley needs dynamic, flexible people who are ignited by the idea of Igniting Greatness in the youth we serve. The success of Boys & Girls Clubs of the Tennessee Valley depends on each and every employee’s commitment to and demonstration of a set of core values and beliefs:

We meet the needs of kids
We connect with the community around us
We recognize the value & potential in those around us
We expect the best
We invest in our people

PRIMARY FUNCTION: The Office Administrator provides regular clerical and administrative support to the Club and Executive Director. Prepares correspondence and reports, answers telephones and maintains electronic and hard copy files. Office Administrator is responsible for the general management of the office and will handle all office duties as assigned.

KEY ROLES (Essential Job Responsibilities)

Manages Vision Member Tracking System for all membership information. Point of contact for questions from staff about the system
Maintains record of fees, membership, scholarships, vendor voucher, and attendance ensuring information is accurate and up to date
Collects fees, maintains receipt integrity, and conducts bank deposits
Ensures deposits are made by specified time and deposit slips are filed and a copy is given to the administrative office
Consults with parents concerning fees, ensuring that weekly fees are current
Updates Executive Director monthly on membership data
Identifies potential vendor/voucher members
Completes monthly vendor/voucher report
Maintains daily record on vendor/voucher and DHS grant members
Orders all office supplies
Performs regular administrative duties, preparing correspondence and reports as requested by supervisor following established formats
Assists as needed in monitoring and logging staff attendance and transmits attendance data to payroll
Attends all specified meetings including Youth Services Coordinator meetings
May prepare meeting agenda and minutes, make copies, or help out as needed
Assists with setting up monthly board meetings
Attends and takes notes/minutes during monthly board meetings
Assists with the management and marketing of facility rental
Rotates with other full time staff in closing the facility
Manages the front desk in absence of the youth service coordinator
Assists in training new Youth Services Coordinators for other Club locations
Point of contact for Youth Service Coordinators if they have problems or questions
Prints and maintains attendance logs, bus rosters and sign-in/out sheets as needed
Performs other administrative duties as requested including maintaining purchase orders

Additional Responsibilities

Maintains master schedule of Club activities and events in preparation for monthly newsletter, collecting and disseminating information to Club staff, members and families as instructed
Plans, develops, and implements open houses or other parent events to help boost membership
Assists in planning and hosting special events (community Halloween party, Christmas Party, Father-Daughter Dance, Golf Tournament)
Ensure that all club events/pictures are sent to the marketing department in a timely manner for club promotion
Assist with developing new community partners with Volunteer Coordinator
Completes monthly Club newsletter by required date
Assists as needed in building and maintaining relationships with school personnel
Delivers specific individual measurable outcomes as determined by supervisor
Assists Executive Director as needed

Individual Responsibility

Dependability – proven ability to complete all tasks as assigned in an organized manner
Ensures appropriate responses to all organizational correspondence using brand appropriate language and logos.
Dedication to service – demonstrated regular Attendance/Punctuality and an ability to learn and develop new skills
Commitment and attitude that personifies a positive attitude at all times and the ability to multi-task
Professionalism in appearance, ensuring that dress is professional and appropriate for function/situation based on organizational dress code policies
Specific Individual measurable outcomes as determined by supervisor

Skills/Knowledge Required

High School Diploma/ GED Required
Bachelor’s Degree preferred
Two years of progressive administrative or office clerical experience
Microsoft Office proficient
Strong communication skills, both oral and written
Excellent interpersonal skills and the ability to work well with all types of people
Ability to establish and maintain effective working relationships with Club staff, board members, volunteers, community groups, and other related agencies
Strong organizational skills and attention to detail
Ability to maintain strict confidentiality
Mandatory CPR and First Aid Certifications
Knowledge of budgets, control and management
Cash handling experience

Physical Requirements/Work Environment

Working conditions are normal for an office environment
Must be able to lift 20 pounds
Must be able to remain alert and energetic for 8 hours or more
Requires sitting for long periods of time, up to 8 hours
Must be able to maneuver around an office to access file cabinets, office machinery, etc.
Continuous operation of computer and all other office machinery, such as a calculator, copy machine and printer

Boys & Girls Clubs of the Tennessee Valley

New Jobs

Office Administrator