Front Office Manager - Florence - Full Time

Boys & Girls Clubs of the Midlands; Omaha (NE); On-site; USD 23,000 - 26,000; Full time

Job summary

The Boys & Girls Clubs of the Midlands are seeking a Front Office Manager to ensure efficient club operations, guest intake, and confidential data handling. This role supports the office and reports to the Club Director, handling calendar management, onboarding workflows, and money intake processes.

Key duties include securing access, greeting members, maintaining attendance and meal records, processing memberships, and reconciling cash and checks.

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Polite telephone manner and well-presented.
• Demonstrated organizational skills and ability to meet deadlines.
• Ability to handle multiple tasks and maintain confidentiality.
• Ability to work effectively in a virtual environment and use collaboration tools.
• Proficient with Windows and Microsoft Office; familiarity with Zoom/Google Workspace.

Responsibilities

• Reception/Clerical: secure building, greet guests, manage calendar, organize supplies.
• Data Management: disseminate Trax reports, track meals, maintain member data and onboarding paperwork.
• Membership: manage applications, orientations, and membership cards; oversee KidTrax database.
• Monetary: handle cash/cheques, submit MoneyTrax reports, reconcile funds, file receipts.

Skills

Excellent communication

Customer service

Polite telephone manner

Organizational skills

Multi-tasking

Confidential information handling

Navigate virtual environments

Proficient in Windows

Microsoft Office proficiency

CPR & First Aid certification

Valid driver’s license

Tools

Windows OS

Microsoft Teams

Word

Excel

Outlook

Access

Google Drive

Docs

Sheets

Slides

Zoom

Job description

• Location 2610 Hamilton Street,Omaha, NE, 68131,United States
• Job Category Operations, Office, Youth
• Employee Type FT Non-Exempt

STARTING AT $17-$19/hr

Location: Boys & Girls Clubs of the Midlands - Florence - 7902 N. 36th St. Omaha, NE 68112

Schedule:Monday through Friday, 11:30AM- 7:30PM

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
• 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
• 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

• 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

• 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

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