Membership Clerk

THE SALVATION ARMY JOB DESCRIPTION

 

Job Title: Membership Clerk	Employee Name:	Department:  Youth/Red Shield Youth Center	Location:
Job Family: Youth	FLSA: Non-Exempt		Reports to:Director of Program Services, Director of Programs & Community Engagement, Site Director
Direct Reports: None			Revision Date:  3/14/2025

 

Job Summary:

 

Maintains accurate membership records and files; receives, logs and safeguards youth information and program fees. Greets, directs and aids youth and visitors in a positive and professional manner. Checks members in and out using the member tracking system ensuring real-time accountability of Center member attendance. Provides parents and visitors tours and center informational flyers; answers phone and responds to callers’ questions and provides clerical support to staff. Helps to ensure all youth and parents/guardians have a safe, efficient, and pleasant experience while entering and exiting the center.  Demonstrates a commitment to upholding The Salvation Army mission and values.

 

Participates in the Salvation Army’s ministry advancement by collaborating with the Salvation Army Officers to ensure Red Shield Youth Centers provide an engaging, enriching and empowering environment where youth develop Christ-like character, preparing them to become tomorrow’s leaders.

 

Operational Standards:

 

Responsible for ensuring all Red Shield Youth Center operational standards are implemented and maintained as related to job responsibilities. 

 

Essential Functions:  This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

 

Membership Responsibilities (40%)

Administers youth member data daily and ensures member data is accurate, and all applications are fully completed, fees collected, and membership cards issued.

 

Assists youth members daily to ensure they accurately scan their membership cards prior to entering program areas. Ensures membership cards are made & reissued in a timely fashion.

 

Assists youth members who forget membership cards with alternate sign-in methods.

 

Maintains membership and attendance records and prepares associated reports.

 

Obtains & enters individual program areas roster accurately daily.

 

Monitors use of the phone & public address system.

 

Ensures the accuracy, integrity and security of all program data and memberships.

 

 Receptionist Responsibilities (30%)

Maintains a professional customer service attitude in which youth members, parents, staff, and visitors are greeted in a warm, friendly & helpful manner.

 

Monitors visitor access and sign-in as required.

 

Responds to visitors, parents, volunteers and youth members inquires and/or redirects questions to appropriate staff.

 

Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.

 

Answers questions about organization and provides callers with address, directions, and other information.

 

Records and delivers messages or transfers calls to voice mail when appropriate staff is unavailable.

 

Financial Recordkeeping Responsibilities (30%)

 

Collects membership, summer, field trip, program and special event fees.

 

Maintains logs and safeguards all financial information.

 

Tracks youth member payment plans and provides necessary follow-up until payments are received in full or alerts supervisor when unable to collect.

 

Other Responsibilities:

 

Provides parents and visitors flyers and other written information concerning center programs and special events.

 

Receives, sorts, and routes mail, and maintains and routes publications.

 

Performs other clerical duties as needed, such as filing, photocopying, and collating.

 

Keeps files organized and up to date.

 

Keeps work area neat and orderly.

 

Monitors supply needs; may order, receive and maintain supplies approved for order.

 

Participates as part of a team for effective center operations by helping out where needed or directed.

 

Ensures a productive work environment by participating in center staff meetings.

 

Participates in training/educational opportunities to expand knowledge and skills.

 

Performs other duties as assigned.

 

Materials and Equipment:

 

General Office Equipment                     Personal Computer                    MS Office Software

NFOCUS Tracking System

 

MINIMUM QUALIFICATIONS REQUIRED:

 

Education and Experience:

 

High School Diploma or GED Equivalent required,

 

and

 

one (1) year working in office environment performing office practices or customer service,

 

or

 

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

 

Position requires afternoon, evenings and weekend work hours as scheduled.

 

License and Certification

 

Must be able to obtain CPR and First Aid certification.

 

Knowledge, Skills, and Abilities:

 

Knowledge of best practices in effective customer service.

 

Knowledge of best practices in database recordkeeping.

 

Ability to establish and maintain effective working relationships with leadership, Center staff, subordinates, Advisory Organization members, community groups, vendors and other related agencies.

Ability to demonstrate excellent communication and inter-personal skills.

 

Ability to understand and apply attention to detail while remaining well organized with ability to multi-task with frequent interruptions.

 

Ability to promote and accept donations from the community as approved.

 

Ability to demonstrate strong communication skills, both verbal and written.

 

Ability to manage multiple tasks and to develop solutions to problems with limited supervision.

 

Work Environment:  

 

This job is performed in a youth center environment and out in the community. Time is also spent at facilities similar to youth recreational facility or community center. The noise level in the work environment is usually moderate and at times loud. Work sites are often located in low-income areas and challenging neighborhoods.

 

Position requires employees to occasionally work with challenging youth and family members:

 

• Speak with or assist upset parents/guardians.
• Occasionally to frequently speak with upset external partners or community members.
• May be exposed to emotional outbursts from youth or their family members and may be exposed to germs and children who are ill.

 

May require travel within the community and to participate in off-site Center events. 

 

Physical Requirements: 

 

Must be able to remain in stationary position frequently.

 

Occasionally move about the office to access filing cabinets, office machinery, attend meetings and the like.

 

Frequently operate a computer and other office equipment such as a copy machine, printer, and the like.

 

Frequently communicates with staff, partners, community, and the like to conduct regular business operations.

 

Daily operation and use of software and computer applications required for business functions.

 

Ability to communicate with individuals utilizing a telephone, computer, or other electronic device.

 

Ability to express or exchange ideas by means of spoken words, communicating orally with others accurately and clearly.

 

Position requires travel within the community and to participate in off-site Center events. 

 

Statement of Purpose:

 

This document provides descriptive information about the above Salvation Army position. Work performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.

 

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

 

Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned.

 

 

 

 

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