Membership Clerk

Job Title:  Membership Clerk 

Hours:  Part-Time; non-exempt employee

Schedule: Mon. - Thursday 4:30PM-7:30 PM

                   Friday 12:30 - 5:30 PM

Department: Membership 

Reports To:  Membership Director while working closely with all department managers

The purpose of this job description is to report the functions, requirements, working conditions, and office responsibilities of the Membership Clerk. 

ESSENTIAL FUNCTIONS: 

The Membership Clerk is responsible to provide regular clerical and administrative support to the Ludlow Community Center/Randall Boys & Girls Club (LBGC). Specific duties include, but are not limited to:  

KEY RESPONSIBILITIES: 

· Greet all members and visitors in a professional and courteous manner.

· Receive and check for accuracy and completion of membership program applications. 

· Enter membership applications into the Vision database program daily. 

· Prepare and issue all membership cards in a timely manner.

· Monitor visitor attendance, ensuring all visitors sign in accordingly. 

· Maintain accurate daily records of membership and attendance information. 

· Produce periodic statistical reports on membership applications, attendance, dues, fees, etc. 

· Responsible for the daily collection of program fees presented at front desk, providing a receipt to member for payments, compiling daily deposit and completion of deposit slip. 

· Answer phones promptly and professionally, provide requested information, forward caller to voicemail to leave a detailed message, or transfer to staff with caller info as requested.

· Maintain electronic and hard copy filing systems while making sure they are accurate, timely, and easily retrieved as needed. 

· Check voicemail daily and respond to or forward any messages as necessary. 

· Contact any members that are not in regular attendance.

· Promote/Inform members, visitors, and parents of all the program options the Club has to offer. 

· Maintain thorough knowledge of all activities within the building and answer questions that may be directed with reference to the Clubs policies and procedures. 

· Make photocopies or scans of documents as required. 

· Communicate to supervisor any pertinent contact from family, school, or significant others. 

· Follow policies and procedures in responding to emergencies and/or safety issues. 

· Promote and participate in open and effective communication and support with the team. 

· Attend and prepare for all required meetings such as staff meetings, in-service meetings, monitoring meetings and required staff training. 

· Treat all clients, parents, guardians, co-workers, supervisors and people in the community with respect and dignity.

· Support other projects as needed.

· Completes any additional assignments as requested by the management staff.

MINIMUM JOB REQUIREMENTS:

Education / Experience: High School diploma or GED with at least one (1) year of office clerical experience is required.   

Skills/Knowledge:

• Strong scheduling and/or prioritizing skills with strong proficiency with data entry 

• Ability to handle multi-phone lines effectively 

• Proven ability managing multiple priorities; strong organization, detail and process management orientation 

• Working knowledge of office machines and equipment, e.g. fax machines and photocopiers 

• Strong proficiency with computers, data base entry and with full Microsoft Office suite, email, and internet 

• Proven ability to handle moderate math problems, including addition, subtraction, multiplication and division skills; perform percentage discount calculations.

• Excellent written and verbal communication skills; above average interpersonal skills 

• Ability to read, analyze, and interpret data and information and apply appropriate judgment 

• Passion for providing extraordinary customer service and work with people at all levels 

• Demonstrated ability to work independently with supervision: ability to make decisions independently 

• Honesty, integrity and operating as a team player are critical to this organization 

• Exercise good judgment and maintain confidentiality of critical and sensitive information, records, and reports. 

• Understand, interpret, and apply general administrative and departmental policies and procedures. 

• Ability to work well independently and in a team environment 

• Ability to balance multiple assignments and adjust direction and priorities within fast paced and multi-faceted work environment 

• Report to scheduled shift consistently and on time. 

• Follow policies, procedures and rules of the organization. 

• Maintain high program standards. 

• Be a strong advocate for the Club being a positive place to be. 

Working conditions: 

Fast paced work environment; flexibility to working schedules may be required due to changing business demands. General office conditions are the standard work environment (standing, sitting, and walking). An equal opportunity employer and a smoke, drug and alcohol free workplace.