Front Desk Receptionist

Boys & Girls Club of North Central Illinois; South Elgin (IL); On-site; USD 38,000 - 50,000; Full time

Job summary

Boys & Girls Clubs of Elgin is seeking an Administrative Assistant to manage calendars, handle communications, and support enrollment processes. The role requires strong organization, time management, and confidentiality as you assist the Enrollment Manager with CCAP and membership documentation.

The position includes front desk responsibilities, document preparation, and creating memos, emails, and reports for internal and external audiences. A valid driver's license is required.

Qualifications

• Minimum 1-year work experience as an Administrative Assistant or similar role.
• Prior non-profit work experience is a plus.
• Excellent skills with Microsoft Word, Excel, and Outlook, and experience with databases and Internet research.
• A personal mission, vision, and values that align with Boys & Girls Clubs of Elgin.
• Professionalism and integrity with strong written and verbal communication.

Responsibilities

• Manage calendars, prioritize emails and phone calls.
• Assist with gathering documents for meetings, preparing expense reports, and reconciling credit card statements.
• Support enrollment processes: CCAP applications, membership forms, and related documentation.
• Email/membership inbox management and family communications.
• Handle front desk tasks: answering phones, fielding questions during non-program hours, supporting program operations.
• Create internal/external communications, memos, emails, presentations, and reports.

Skills

Microsoft Word

Microsoft Excel

Outlook

Databases

Internet research

Communication skills

Organization

Time management

Prioritization

Driver's license

Job description

Description

Job Summary:

The Administrative Assistant’s responsibilities include managing calendars, prioritizing emails, and phone calls, gathering documents and reports to prepare for meetings, preparing expense reports, reconciling credit card statements, answering phone calls to the administrative office, purchasing supplies, and supporting other office needs. To be successful in this role, you should be well-organized and have excellent time management skills. Ultimately, you will contribute to the efficiency of our organization by providing personalized and timely support to administrative members.

Key Roles/Responsibilities:

Front Desk Support

• Answering phone
• During non-program hours field any questions.
• During program hours to support program operations.
• Supporting families & community members.
• Families with enrollment/program questions.
• Community members with deliveries, donations, volunteers, etc.

Support the Enrollment Manager with all responsibilities of their role including but not limited to:

• Process membership forms and Child Care Assistance Program Applications/Program Fees Determination Forms/Paystubs
• Verify that each membership form is completed in its entirety and signed prior to accepting the form.
• Manage all processes with the Child Care Assistance Program with the local Child Care Resource and Referral Agencies (CCR&Rs). Submit complete CCAP parent paperwork. Complete and submit monthly CCAP attendance certificates.
• Email/Membership Inbox management, supporting with family communications.
• Process Club Membership & Child Care Assistance Program (CCAP) Applications.
• Verify that membership applications and CCAP applications are complete, accurate, and signed prior to accepting the form.
• Will also include the processing of Paycheck Stubs for CCAP Determinations.
• Manage all processes with the Child Care Assistance Program through the local Child Care Resource and Referral Agencies (CCR&Rs). Submit complete CCAP family paperwork.
• Complete and submit monthly CCAP attendance certificates.

Other Duties:

• Manage information flow in a timely and accurate manner.
• Create copies, scan files, and complete similar document-related tasks.
• Format information for internal and external communication – memos, emails, presentations, and reports.
• Create flyers and announcements for both internal and external distribution.
• Screen and direct phone calls and distribute correspondence.

Requirements

Skills/Knowledge Required

• Minimum 1-year work experience as an Administrative Assistant or similar role
• Prior non-profit work experience is a plus
• Excellent skills and experience with Microsoft Word, Excel, and Outlook, working with databases and Internet research
• A personal mission, vision, and values that align with Boys & Girls Clubs of Elgin
• Exhibit professionalism and integrity through superior written and verbal communication skills
• Exceptional skills in the areas of organization, attention to detail, time management, and ability to manage multiple tasks, define and set priorities and problem-solve
• Ability to take initiative with projects to work both independently and in a team.
• Familiarity with office equipment and applications (e.g., e-calendars and copy machines)
• Discretion and confidentiality
• Must have a valid State Driver’s License