Overview
Shipping and Receiving Office Coordinator Jobs in Vernon, CA at Pacific American Fish Co Inc
STARTING AT $17-$19/hr
Job Title: Front Office Manager
Reports to: Club Director
Location:
Wage: Starting at $17.50-$19/hr. depending on experience
Schedule: Monday through Friday, 12PM- 8PM
Organization Information:
The Boys & Girls Clubs of the Midlands (BGCM), an affiliate with Boys & Girls Clubs of America is a comprehensive out-of-school provider designed to support the most vulnerable youth in the Midlands. We have a vision to provide a world-class Club Experience that assures success is within reach of every young person who enters our doors, with all members on track to graduate from high school with a plan for the future, demonstrating good character and citizenship, and living healthy lifestyles.
Position Summary:
The Front Office Manager is responsible for the execution of a wide variety of duties that ensure the efficient running of the club’s front office and entry ways. The position works under the specific instruction and direction of the Club Director of the club at which they are posted. The position provides administrative support to the office as well.
The position is responsible for dealing professionally with confidential information while performing several aspects of assigned work. Specific tasks include, but are not exclusive to ordering office supplies, answering phones, maintaining files, keeping an up to date club calendar, managing the new member onboarding process through KidTrax, reports and money intake through MoneyTrax.
The Front Office Manager position is the first contact current and prospective members, parents and general interested parts interact with either via the phone or in person. They should have high approachability, compassion, and organization skills.
Essential Functions:
Reception/Clerical:
Ensure the security of the building by monitoring the front entry buzzer and only allowing authorized personnel, members and parents into the building
Greet guest and members as soon as they arrive in the building
Get members to rides efficiently
Answer, address and direct incoming calls in a timely and polite manner
Maintain a weekly and monthly calendar for club activities, close days and school out days and ensure they are communicated to members, parents, and pertinent schools
Organize office supplies and restock 3 times per year
Data Management:
Disseminate weekly Trax reports for organization attendance and activity attendance. Others upon request
Compile daily meal counts and complete food reimbursement forms monthly
Regularly review member and household data. Check for duplicate or missing data and correct in a timely manner
Maintain accurate physical files with members paperwork in office i.e. permission slips, legal documents and onboarding paperwork) in locked file cabinets
Membership:
Monitor and update membership queue and waitlist. Approve membership applications when necessary
Guide parents in the application process. Confirm all applications are completed fully and submitted with payment
Schedule new member orientation. Ensure all members attend orientation and receive a membership card before coming to club for the first time
Maintain a supply of membership handbooks, onboarding paperwork, cards, and card printer ink
Manage KidTrax Membership database by keeping membership and household information up to date
Ensure youth entering the building are members and are tracked through attendance scanning
Monetary:
Manage all cash and check transactions inside the club. Provide and file all receipts
Submit weekly MoneyTrax reports to accounting department
Reconcile money bags weekly and prepare for submission to accounting
Other duties may be assigned
Qualifications:
Recommended:
Excellent verbal and written communication skills
Excellent interpersonal and internal/external customer service skills
Must have a polite telephone manner and is always well-presented
Demonstrated organizational skills and project management abilities, attention to detail, and promptness
Ability to handle multiple tasks efficiently and organizes work to meet deadlines
Ability to maintain confidentiality and handle sensitive information as well as exercise distraction when working with confidential information
Knowledge of the mission, vision, values, core beliefs, objectives, policies, programs, procedures, principles, and practices of non-profit organizations, youth development services preferred
Experience working with and demonstrating compassion and/or sensitivity toward vulnerable populations and individuals with diverse backgrounds present in the organization’s service population, both individually and in groups
Ability to establish and maintain effective working relationship with Club staff, Board members, volunteers, community groups, and other related agencies
Must be of flawless integrity & be able to fully embody our organizational Core Values
Required:
Strong interpersonal and communication skills, including written and oral
Must have a polite telephone manner and is always well-presented
Ability to handle multiple tasks efficiently and organizes work to meet deadlines
Ability to maintain confidentiality and handle sensitive information as well as exercise distraction when working with confidential information
Associates degree, Bachelor’s degree preferred
Must be able to effectively navigate and function within a virtual environment
Must effectively and comfortably manage in a virtual environment:
Must serve as a technology advocate and understand the tools available and optimal methods to ensure utilization of technology is promoted at every opportunity
Must be able to inspire trust and motivate virtual teams using strong communication, developmental and interpersonal skills and an ability to adapt to different virtual platforms
Must successfully guide virtual teams, communicate clear goals, and facilitate problem solving
Must be proficient in the use of Windows, Internet, Microsoft Suite (Microsoft Teams, Word, Excel, Outlook, Access or other database software proficiency), Zoom or other Virtual Meeting platforms, and Google Platform (Drive, Docs, Sheets, Slides)
Ability to earn and maintain mandatory CPR & First aid certification
Maintain a valid driver’s license and meet eligibility requirements to drive a BGCM vehicle
Must be able to pass a drug test, criminal and driving records investigation
The ability to read and write is necessary to complete reports and properly document program and organizational data
Must have reliable transportation to get to sites or meetings
Must have regular and reliable attendance
Knowledge, Skills and Abilities:
Knowledge:
Administration and Management — Knowledge of business and management principles involved in resource allocation, human resources modeling, leadership technique, and coordination of people and resources
Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
Customer and Personal Service — Knowledge of principles and processes for providing client and customer services. This includes customer/client needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Safety and Security — Knowledge of relevant equipment, policies, procedures, and strategies to promote effective organizational security operations for the protection of people, data, property
Skills:
Active Listening — giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Collaboration – Works cooperatively with members and staff across the organization to achieve shared objectives, impact and outcomes
Coordination — adjusting actions in relation to others’ actions
Critical Thinking — using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
Interpersonal Savvy – ability to build appropriate rapport, establish positive, professional, business communications, and maintain effective working relationships with the Board of Directors, top leadership, team members, volunteers, community groups, and other related agencies; uses diplomacy and tact; can diffuse even high-tension situations comfortably
Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one; a commitment to data driven decision making
Learning – A strong commitment to continuous growth and learning; Thorough knowledge of or ability to learn: the mission, objectives, policies, programs and procedures of BGCM
Maintain Records – Keep accurate and up-to-date records, log, record, itemize, collate, tabulate data
Management — Motivating, developing, and directing people as they work, identifying the best people for the job
Monitoring — Monitoring/Assessing performance of yourself to make improvements
Patience – Ability to work calmly under pressure; Is tolerant with people and processes; listens and checks before acting; tries to understand the people and the data before making judgements and acting; waits for others to catch up before acting; sensitive to due process and proper pacing; follows established process
Reading Comprehension — understanding written sentences and paragraphs in work related documents
Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do
Speaking — talking to others to convey information effectively
Time Management — managing one’s own time and the time of others; ability to meet deadlines and prioritize tasks
Abilities:
Integrity and Ethics – the ability to act with honesty, integrity, professionalism, and confidentiality
Oral Expression and Comprehension — the ability to listen to, understand and communicate information and ideas presented through spoken words and sentences
Problem Sensitivity — the ability to tell when something is wrong or is likely to go wrong; It does not involve solving the problem, only recognizing there is a problem
Speech Recognition — the ability to identify and understand the speech of another person
Written Comprehension — the ability to read and understand information and ideas presented in writing
Written Expression — the ability to communicate information and ideas in writing so others will understand
Competencies:
Approachability – Is easy to approach and talk to; spends the extra effort to put others at ease. Is warm, welcoming and builds a rapport well
Communication skills – Possesses effective communication skills: oral, written, speaking and listening
Conflict Management – Good listener, committed to finding solution to problems, works well with difficult people
Decision Making – Able to reach decisions, takes thoughtful approach when considering options, seeks input from others, makes difficult decisions
Initiative – Takes action, seeks new opportunities, strives to see projects to completion
Interpersonal Skills – Builds strong relationships, is flexible/adaptable, works well with others, solicits feedback; able to effectively communicate with top leadership, volunteers, and team members in a positive and professional manner
Planning & Organizing – Displays ability to effectively plan, organize, prioritize and implement applicable tasks or projects in relation to established goals and objectives. Displays precision and attention to detail
Problem Solving – Strives to understands contributing factors, works to resolve complex situations
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions (The phrases “occasionally”, “regularly”, and “frequently” correspond to the following definitions: “occasionally” means up to ? of working time, “regularly” means between ? and ? of working time, and “frequently” means ? and more of working time.).
Must be able to work at a desk with long hours at a computer
Must be able to effectively operate the telephone system and other office equipment
Must be able to deal with normal levels of stress
Must be able to regularly sit and use hands to finger, handle, or feel objects, tools, or controls
Must be able to frequently talk or hear
Must be able to occasionally stand, walk, reach with hands and arms, and stoop, squat, kneel, crouch, crawl, pull, push, twist trunk or neck, climb, and grasp or squeeze with right and left hand in completing required tasks or position
Must be able to regularly lift and/or move 15-25 lbs. and should do so in a sound and safe manner
Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
Working Conditions:
Frequent deadlines
Workload may fluctuate throughout the year
Typical club environment: The employee must be able to complete their work satisfactorily in an environment where there are significant distractions including staff, clients, parents, children, volunteers, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others
Outdoor weather
Job Performance Expectations:
Accountability—commitment to youth development and the stewardship of resources
Integrity and Ethics—honesty, fairness, transparency, and consistency
Job Knowledge—continuous learning to include all BGCA, Mandated State of Nebraska/Iowa certifications, Grant(s) certifications to remain compliant and progressive
Quality—continued improvement
Teamwork—demonstrated solidarity to meaningful and considerate relationships
I have read, understand and voluntarily commit myself to the general guidelines contained in this document. I also understand that this is only a basic description of my job and that it does not, nor is it intended to, outline all of the specifics of the responsibilities which I will be expected to perform. I acknowledge that I am able to perform the essential functions of the job with or without reasonable accommodations.
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Title: Shipping and Receiving Office Coordinator
Company: Pacific American Fish Co Inc
Location: Vernon, CA
