Operations Administrator - Circleville, United States - Town of Wallkill Boys & Girls Club, Inc.

Description

The Operations Administrator is responsible for providing office administration and support to assure the continuity and effectiveness of all office operations.

This position provides member support, record keeping & billing, fiscal management assistance/support, personnel support and general office support to the organization.

• Functions as a customer service representative in all interactions with club members and their families
• Maintain office files including general correspondence, contracts and agreements, records, reports, etc.
• Answer incoming calls. Deliver telephone information/messages to appropriate personnel in a timely manner.
• Recognize high priority and confidential mail as an essential priority.
• Assure the preparation of purchases and/or check requests, facilities work requests and other forms for the Executive Director's approval
• Maintain operational oversight of building security, maintenance, cleaning and liaison with the landlord
• Manage the requisition of office supplies and inventory, including oversight of the copier, fax machines and computers, assuring their continued functioning and instruction of other staff
• Support Board and committees, attend meetings and take meeting minutes
• Work with outsourced IT vendor on system maintenance

• Accounts Payable, Accounts Receivable and billing in QuickBooks. Reconcile records monthly.
• Daily deposits
• Oversees the maintenance of the payroll system, personnel records, etc. and processes various personnel action forms, i.

• Responsible for the data entry of employee payroll per organizational schedule.
• Manage all insurance benefits for TOWBGC employees
• Oversees insurance policy renewals.
• Other duties as assigned.

• Maintain Member Tracking software for programs and summer day camp to include, but not limited to, registration, maintaining membership, billing adjustments and attendance.
• Generate monthly membership reports or reports as needed by staff.
• Generate monthly billing statements for all members, and ensure expedient payments of member fees; contact members via phone who owe money per collections policy. Reconcile billing monthly.
• Develop collaborative partnerships with other youth serving organizations, members, parents, families and community organizations.
• Other duties as assigned.

• Work with Executive Director or Board Committee to plan and execute mailings associated with special events or various development campaigns.
• Work with Executive Director to ensure supplies for events are procured and delivered to special event venues.
• Ensure all donations and gifts are acknowledged according to the procedures outlined in the Boardapproved Resource Development Policy
• Record, maintain and track gifts and acknowledgements in Donor Management software. Generate reports from the system as needed by staff.
• Support Board Committees, as assigned.
• Other duties as assigned.

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe and QuickBooks.
• Proficient in working in client/membership/donor management databases.
• Extensive knowledge of administrative and office procedures and systems including typing, composing letters, as well as knowledge of basic business management and budgeting processes
• Excellent written & oral communication and interpersonal organizational skills in order to deal with a diverse group of individuals.
• Must be a team player who is able to think logically and analytically.
• Ability to work under pressure and produce results in a timely manner
• Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
• May be responsible for managing human resources programs and systems including recruitment, employee relations, compensation and benefits.
• Maintains close contact with assigned staff to provide technical assistance in matters of programming and operations; interacts regularly with the Executive Director
• Ability to establish and maintain effective working relationships with Club staff, subordinates, Board members, community groups, and other related agencies.

• Experience working for a nonprofit or youth development agency
• Bachelor's Degree in business or related field from an accredited college/university or 35 years' experience in an office manager or administrative coordinator position
• Experience working with Visions or similar member tracking software
• Experience in event planning and working with vendors

• The information presented indic