Membership Clerk

POSITION SUMMARY:

Under the direct supervision of the Branch Director or Program Director, the Membership Clerk has the general responsibility to ensure the accurate record keeping of attendance and membership information. He/she is responsible to greet members by name and secure check-in and efficient daily logging of attendance. The ideal candidate will confirm that all members and guests abide by the registration procedures daily. The Membership Clerk will manage the replacement of misplaced Club cards and the invoicing of membership dues and/or activity fees, answer phones, take messages, provide callers with information, track membership program participation, maintain files and provide administrative support.

KEY ROLES: (Essential Job Responsibilities)

• Maintain accurate daily records of membership and attendance information.
• Create periodic statistical reports on membership, attendance, and dues/fees.
• Keep files related to membership, attendance, and dues/fees up to date.
• Greet/screen all visitors, guests and volunteers and obtain signatures for Club guest book, distribute name badge and refer to appropriate staff.
• Ensure accurate completion of membership applications.
• Collect and record all fees connected with membership, daycare tuition and sports; as applicable.
• Issue and submit daily summary report of membership receipts.
• Prepare and issue membership cards.
• Ensure a team based work environment by communicating effectively and positively with supervisors, co-workers and volunteers.
• Instruct new members of BGCGW hours and the use of membership card.
• Maintain staff and Club member confidentiality.
• Make recommendations regarding member’s needs, program ideas, and facility needs.
• Inform members, visitors, and parents of program options within Club.
• Issue temporary membership card to members and passes to visitors.
• Contact members whose membership has or is due to expire.
• Monitor and supervise use of phone and public address system.
•  Answer the Club phone by the third ring and greet the caller “Thank You for Calling the Boys & Girls Club of Greater Washington, how may I help you?” Record and relay information accurately and effectively.
• Grant access, greet and log in each member as they arrive. Strangers are to be greeted, but not allowed access.
• For accountability, log out all members as they leave the Club.
• Implement and enforce all Club rules and policies with the members.
• Receive and record all membership fees. Maintain appropriate documentation for audit purposes.
• Update member contact information and data as provided and in a timely manner.
• Model and encourage positive and constructive behavior to all members at all times.
• Wear Name ID badge at all times while representing the Club and while on Club property. Option to wear BGCGW shirt.
• Handle guests inquiries and concerns professionally and courteously.
• Ensure daily clean-up and order of front desk and surrounding area.
• Recommend and requisition supplies.
• May be asked to participate in special programs and or events. These events may be scheduled at times when the Club is not open.
• Maintain a thorough knowledge of all activities within the building and answer questions that may be directed to him/her in reference to Club policies and procedures.
• Update and track Club site event calendar and parent communication boards including marquee, bulletin boards and outdoor signage.
• Follow up with parents as needed for absenteeism, after five (5) days, or other Club matters, including special event needs and participation.
• Perform other duties as allocated.

SKILLS/KNOWLEDGE REQUIRED: (Education, experience, skills required)

• High School Diploma or GED.
• Experience working in youth ages 6-18 development programs.
• Computer literate.
• Ability to work scheduled hours.
• Exceptional interpersonal communications skills.
• Proficient typing and clerical skills.
• Ability to efficiently operate office equipment.
• Strong verbal and written communication skills.
• Skill to inspire youth and manage behavior.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Requires the ability to speak, hear, use a personal computer for standard business communications, and the ability lift up to 15 lbs.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.  Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.  In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.