Office Manager​/Member Services

Overview

Boys & Girls Club of the Pikes Peak Region

Job Title: Office Manager/Member Services

Operating Unit: Central Office

Weekly

Hours:

Fulltime Hourly

Pay Range: $20-$22 (depending on experience)

Department: Finance & Executive

Date: 11/10/25

Mission Statement: To inspire and enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens.

Position Overview: The Office Manager/Member Services’ primary role is to provide regular clerical and administrative support to the President/CEO and/or other administrative staff, as necessary. Along with providing financial, clerical, and administrative services to ensure efficient, timely, and accurate payment of accounts. Prepares correspondence, reports, maintains schedule and calendar, answers telephones, and maintains electronic & hard copy files.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

• Communicate and handle incoming and outgoing electronic communications on behalf of the organization.
• Perform regular administrative duties, calendar management, prepare correspondence and reports as requested and compose draft letters following established formats.
• Manage Board files, assemble Board book, and transcribe Board minutes.
• Order/pick up food for meetings (Board & Staff).
• Process check-logs and send out “Thank You” letters within 48 hours.
• Assist Development with Direct Mail letters and fundraising events.
• Answer phones—talking to parents and re-directing phone calls to the appropriate party promptly and efficiently.
• Manage/check general voicemail inbox.
• Pick up P.O. Box mail & central office mail and give to VP of Development.
• Greet & assist office guests.
• Order/monitor office supplies and inventory.
• Responsible for managing technology, inventory of office equipment, and service contracts, performing routine maintenance activities and contacting service representatives as needed (printers, phone system, internet, postage, master calendar).
• Prepare meeting agendas and minutes, as necessary.
• Set up All Hands Meetings every 6 weeks.
• Interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Receive & process deposits from BGCPPR & Kids Club 360 locations.
• Receive & process any payments received in office.
• Receive, process, and manage one time and recurring credit card payments to include Pay Pal, World Pay, & USAePay; file in Director of Finance and Internal Control’s office.
• Enter payments made in all forms into accounts in Vision.
• Check and process Kids Club 360 registrations online & in the parent portal.
• Maintain & update Financial Dept. monthly enrollment projections.
• Receive and process Child Care Aware of America & National Association of Child Care Resource & Referral Agencies (Child Care Aware of America) approvals.
• Prepare & submit Child Care Aware of America invoices & attendance forms for payment.
• Receive and process Child Care Aware of America payments.
• Enter Child Care Aware of America parent fee charges & email parents with balance due.
• Process account withdrawals and vacation requests as submitted.
• Manage past due accounts & collection processes.
• Interface with parents about account payments and balances.
• Prepare & submit Military Youth Outreach (MYO) billing submissions.
• Request & process account refunds.
• Assist Director of Finance with reimbursement grants by collecting information and filing requests for reimbursement.
• Collect and submit weekly food/catering orders for Kids Clubs and Boys & Girls Clubs.
• Registration – Assist with managing registration email, and drop box for youth enrollment documents, emailing parents for missing documents needed to complete registration, add youth to the…