JOB SUMMARY

Self-starter to serve as the hub of the administrative office of the Boys & Girls Club of the Chattahoochee Valley. This person is the main support role under each administrative function and is eager to learn all facets of the organization to find efficiencies and promote communication and collaboration in all areas.

Key Responsibilities

Administrative/Office Management

• Answers telephones and directs visitors, providing general information, referring callers to other staff or taking messages as necessary. Opens and distributes all mail.
• Maintains supervisor’s calendar, schedules meetings and makes logistical and travel arrangements necessary for internal and external meetings.
• Organizes all catering needs for quarterly meetings and other events as needed.
• Maintains open communication to all Board of Director’s to include: calendar and meeting requests, processing required paperwork and pertinent information as needed.
• Prepares meeting agendas, packets and minutes, as requested.
• Monitors office supply inventory and order supplies as necessary.
• Performs other administrative duties for CEO and other Senior Leadership as needed.

HR/Recruiting

• Completes all new hire paperwork to include: background checks, drug screens, fingerprinting, e-verify, and entry in ADP payroll system. Meets with new staff to discuss job offer, rate of pay, dress code, pay day and pay data information.
• Manages ADP employee database to include new hires, terminations and transfers. Assists all staff with login credentials.
• Posts all open positions in house and other outside sources. Schedules interviews and attends job/volunteer fairs.
• Supervises work study program to include: assisting in interviewing and placement and completes all timesheets to turn into college’s HR.
• Maintains electronic and hard copy filing systems for employee and volunteer records in accordance with federal and state requirements, making sure they are accurate and timely and facilitate easy retrieval of information.

Finance

• Completes all Accounts Payable Data entry to ensure timely payment of invoices. Stamps and marks accounts and gets signature for approval. Files into system for AP.
• Collect, file and/or distribute all invoices, deposits and vendor billing reports from the Clubs.
• Deposits all checks and money orders/membership payments.
• Matches all receipts to gas cards statements for approval.
• Assists with other administrative duties as needed.

Marketing/Development

• Daily track and log gifts in donor software program, Razor’s Edge. Runs reports in RE to compile data to crosscheck to the PL as needed and updates donor records. Send all acknowledgement letters to donors.
• Assists with all mailings, appeals and necessary materials.
• Assists club staff with special events as needed

Operations

• Responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed.
• Contacts vendors as requested for club maintenance as needed.
• Helps to collect and complete all information needed for BGCA, DHS, GA Alliance, and all other reports as needed.
• Volunteer maintenance to include: application processing, club matching and file maintenance.

KNOWLEDGE/SKILLS REQUIRED

• Must have independent drive. Must be someone who completes a task and comes back to ask for more to do.
• Must have the ability to exercise considerable judgment and discretion in establishing and maintaining good working relationships with both donors and staff.
• Must possess excellent written and verbal communication skills.
• Must have excellent organizational, interpersonal and presentation skills.
• Must have strong project management skills and ability to prioritize and manage multiple initiatives simultaneously.
• Proficient in the use of Microsoft Word, Excel, and PowerPoint.
• B.A. or B.S. degree is required, no specific field of study.