Front Desk Coordinator - Boys & Girls Clubs of Thurston County

Title: Front Desk Coordinator
Location: Griffin Branch
Category: Part-time, Non-Exempt
Reports To: Branch Director
Pay Rate: $16.75/hr - $18.00/hr (if relevant experience, potential for moderate pay increase)
Schedule: Mondays-Fridays, Approximately 20 hours per week (2:00pm-6:00pm)

JOB SUMMARY

The Front Desk Coordinator oversees the accuracy of the membership management database for the Club. This position is responsible for serving as the first point of contact for members, parents, staff, and visitors, and plays a crucial role in creating a welcoming and positive environment. The Front Desk Coordinator maintains the accounts of all members and ensures proper procedures are in place for tracking payments during the school year and summer programs.

We are looking for a dedicated and personable individual to join our team as a Front Desk Coordinator. The ideal candidate will possess exceptional customer service skills, strong organizational abilities, and the ability to thrive in a noisy and youth-centered environment. With a focus on providing excellent member support, administrative efficiency, and effective communication, you will play a vital role in creating a welcoming and positive atmosphere for all. If you are adaptable, flexible, and passionate about making a difference in the lives of children and families, we invite you to apply.

QUALIFICATIONS

• High School Diploma or GED, or equivalent post-secondary education.
• At least one year experience in customer service, reception, or administrative roles.
• Demonstrated experience working with youth, parents/guardians, and/or community partners.
  
• Excellent communication, written, and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Ability to work in a kid-centric environment.
• Knowledge of youth development principles and developmental characteristics.
• Ability to plan, organize, and manage the membership database.
• Data Analysis and entry, record keeping and reporting.
• Ability to de-escalate problems when present, and problem-solve during day-to-day activities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proven cash handling experience
• Mandatory CPR and First Aid certifications (course will be available for staff upon being hired).
• Must pass local and national background check and pre-employment drug screening (in accordance with RCW 49.44.240). 

PREFERRED QUALIFICATIONS

• At least 21 years of age.
• Boys & Girls Club experience preferred.

ESSENTIAL JOB RESPONSIBILITIES

• Manage data entry of Club Membership forms and payments for services.
• Ensure accuracy of us for the membership management Database.
• Manage accounts of Club members.
• Develop, track, and manage Club member payments plans.
• Process payments for Club member accounts, daily deposits, refund requests, and cancellations.
• Ensure proper tracking of attendance for Club programs.
• Submit in-kind donation forms to the administrative office for tracking and acknowledgement.
• Manage and track Transportation program.
• Track Scholarships.
• Accurately report all member accidents/incidents in an appropriate and timely manner.
• Supervise Front Desk area that includes, but is not limited to, member sign in/out, greeting visitors, answering questions, etc.
• Model positive behaviors for children and staff.
• When needed, track and pursue payments for non-sufficient funds and delinquent accounts.
• Maintain a positive Boys & Girls Club culture with high energy, strong teamwork, and effective collaboration with other staff.
• Attend branch staff meetings and mandatory monthly all-staff trainings.
• Maintain productive relationships with parents, staff, and other visitors to Club.
• Assume other tasks, assignments, and responsibilities as needed or directed. May be asked to complete administrative tasks by supervisor.

BENEFITS

• Paid sick leave
• Paid development training

ENVIRONMENT AND WORKING CONDITIONS

This role may use standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Most duties will be carried out in Club and outdoors, fields, and areas. Successful program operations may necessitate travel to trainings, vendors, agencies, out-of-town trainings, offices, and other program sites.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products or supplies, up to 25 pounds.

PHYSICAL AND MENTAL REQUIREMENTS

Physical, mental, and emotional stamina to perform the duties and responsibilities of the position under sometimes stressful conditions; Manual dexterity sufficient to write, use telephone, business machines, and operate an automobile; Vision sufficient to read printed materials; Hearing sufficient to conduct in-person and telephone conversations; Speaking ability in an understandable voice with sufficient volume to be heard in the normal conversational distance, on the telephone, and in addressing groups; Physical agility to push/pull, squat, twist, turn, bend, stoop, lift a minimum of 25 lbs. walk and stand for a minimum of 3 hours, and to reach overhead; Physical mobility sufficient to move about the work environment (office, from the club, school, or home site to site), to drive an automobile; Physical, mental, and emotional tolerance to be exposed to the noise generated by children/youth in an enclosed environment; Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions. High energy level, comfortable performing multi-faceted projects; superior interpersonal abilities-able to interact effectively with co-workers of all levels and with the representation of other organizations and institutions. Ability to communicate with diverse personalities, tact, maturity, and flexibility.

DISCLAIMER

The information presented here indicates the general nature and level of work expected of employees in this classification. This position description is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

ABOUT US

The Boys & Girls Clubs of Thurston County (BGCTC) inspire and enable youth to realize their greatness. Our nine Clubs in Lacey (2), Olympia (3), Rochester, Tenino, Tumwater, and Yelm collectively serve over 1,500 youth and teens annually with safe, fun, and supportive activities and mentoring during critical out of school time. Founded in 2001, BGCTC has nearly 75 employees and an annual operating budget of $3.6 million. Shellica Trevino, Chief Executive Officer, leads the organization, which is governed by our Board of Directors. BGCTC's administrative office manages human resources, finances, resource development, communications, marketing, and operational activities for Club locations.

To learn more about our organization, visit www.bgctc.org.

Boys & Girls Clubs of Thurston County provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other status protected by applicable federal, state, or local laws.