Boys & Girls Club of Albany is hiring: Office Manager in Oregon

Chief Operating Officer at Boys & Girls Club of Albany

PRIMARY FUNCTION: Office Manager is responsible for front office operations and most membership functions, including data system entry and data management. Supports safety & facilities management, and business development functions. Maintains financial records, processing and recording all assigned financial transactions (payable/receivables) in the general ledger and prepares deposits. Additionally, it provides administrative support for Board development by assisting with correspondence, scheduling and preparing materials for meetings, maintaining accurate records, and helping track board engagement and attendance.

Responsibilities

• Provide exceptional customer service to Club members and families, donors, volunteers, and vendors.
• Foster and maintain an attractive, welcoming, and fun environment.
• Ensure a clean, healthy, safe, and positive environment that promotes physical and emotional safety.
• Develop collaborative partnerships with Club staff and departments, assisting with membership orientations, data collection and entry, and resource development.
• Maintain the master schedule of Club activities and events, sharing information with staff, volunteers, members, and families as directed.
• Answer telephones, provide general information, direct callers to appropriate staff, and take messages as needed.
• Ensure staff are trained in Club processes, policies and procedures, and in use of Club equipment including management of Club vehicles, inventory of office equipment and service contracts, and uniform front office and member pick-up processes.

Membership Services and Database Management:

• Assist parents/caregivers in setting up and managing membership accounts.
• Manage all membership tracking systems, ensuring databases are updated and maintained accurately.
• Ensure the administrative office receives accurate information in hard copy files and within all membership tracking systems.
• Meet all deadlines for membership information and data accuracy.
• Maintain accurate records relating to application intake, parent information, member files, and payment information.
• Monitor monthly data and membership reports across program areas, running reports as requested.
• Prepare quarterly statements for unpaid membership balances.

1. Implement day-to-day accounting activities, processing all assigned financial transactions through administrative systems, consistent with Club policies and procedures.
2. Receive payments and prepare daily deposits.
3. Accurately account for daily cash and credit card sales.
4. May assist in processing payroll.

Board Development

• Perform regular secretarial duties, preparing correspondence and reports as requested by CEO. Draft letters following established formats and proofread materials for accuracy prior to supervisory review and signature.
• Schedule meetings and make arrangements, including ordering and picking up lunches for internal and external meetings. Prepare meeting agendas and minutes as requested.
• Work with CEO to track board engagement and attendance.

Skills/Knowledge Required

• High school diploma and two years of experience with administrative functions.
• Two+ years’ experience in an office or administrative position.
• Computer competency with Microsoft Office, internet, and ability to type 60+ wpm.
• QuickBooks experience preferred.
• Self-starter with excellent clerical, computer, interpersonal, and organizational skills with good prioritizing, time management, and follow-through.
• Strong customer relations skills and ability to communicate effectively with youth, parents, staff, and volunteers.
• Strong analytical skills, including problem-solving and attention to detail.
• Ability to maintain strict confidentiality.
• Valid driver’s license and satisfactory background check.
• Mandatory CPR and First Aid certification, or willingness to obtain once hired.

Language

• Spanish speaking preferred

Minimum Age

18+ years old

Salary & Benefits

Salary: $40,000 - $45,000

Benefits: Medical, Dental, Vision, Disability Insurance, Life Insurance, Paid Time Off, Holiday Pay, all after 60 days of full-time employment. 403b Retirement after 1 year of full-time employment.

Hours: Full-time Salary Position: Monday – Friday 8am – 4pm, some evenings and weekends required.

Job Details

• Employment type: Full-time
• Seniority level: Entry level
• Industries: Non-profit Organizations

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