Membership Compliance Coordinator

PRIMARY FUNCTION: The Membership Compliance Coordinator is responsible for ensuring both operational efficiency and program compliance for the Boys & Girls Clubs of the Tennessee Valley. This position oversees the Vendor Voucher Childcare Certificate Program, ensuring adherence to all state guidelines and optimizing childcare certificate reimbursements. Additionally, the role provides comprehensive administrative and clerical support to the Club Director/Regional Service Director, managing daily office operations and documentation.

KEY ROLES (Essential Job Responsibilities):

• Manages Vision Member Tracking System for all membership information. Point of contact for questions from staff about the system
• Maintains record of fees, membership, scholarships, vendor voucher, and attendance ensuring information is accurate and up to date

• Collects fees, maintains receipt integrity, and conducts bank deposits
• Ensures deposits are made by specified time and deposit slips are filed and a copy is given to the administrative office
• Consults with parents concerning fees, ensuring that weekly fees are current
• Updates Regional Service Director updates monthly on club specific Vendor Voucher data.
• Identifies potential vendor/voucher members
• Completes monthly vendor/voucher reporting for the organization
• Maintains daily record on vendor/voucher and DHS grant members
• Performs regular administrative duties, preparing correspondence and reports as requested by supervisor following established formats
• Attends all specified meetings including Youth Services Coordinator meetings
• May prepare meeting agenda and minutes, make copies, or help out as needed
• Rotates with other full-time
• staff in closing the facility
• Prints and maintains attendance logs, bus rosters and sign-in/out sheets as needed
• Performs other administrative duties as requested including maintaining purchase orders
• Administers and monitors the Vendor Voucher Childcare Certificate Program in accordance with all State of Tennessee Department of Human Services (DHS) guidelines.
• Reconciles State Reimbursement Remittances
• Develops strong working relationships with Facility Directors and YSCs; creates and distributes information-desk guides and training materials to support program success.
• Assists families of Club members seeking financial assistance with childcare by explaining DHS programs and assisting with the application process.
• Continuously seek creative, efficient ways to improve and manage the certificate program to ensure sustainability and growth.

ADDITIONAL RESPONSIBILITIES:

• Assists as needed in building and maintaining relationships with school personnel
• Delivers specific individual measurable outcomes as determined by supervisor
• Assist Club Director/Regional Service Director as needed

INDIVIDUAL RESPONSIBILITY:

• Dependability – proven ability to complete all tasks as assigned in an organized manner
• Ensures appropriate responses to all organizational correspondence using brand appropriate language and logos.
• Dedication to service – demonstrated regular Attendance/Punctuality and an ability to learn and develop new skills
• Commitment and attitude that personifies a positive attitude at all times and the ability to multi-task
• Professionalism in appearance, ensuring that dress is professional and appropriate for function/situation based on organizational dress code policies
• Specific Individual measurable outcomes as determined by supervisor

SKILLS/KNOWLEDGE REQUIRED:

• High School Diploma/ GED Required
• Bachelor’s Degree preferred
• Two years of progressive administrative or office clerical experience
• Microsoft Office proficient
• Strong communication skills, both oral and written
• Excellent interpersonal skills and the ability to work well with all types of people
• Ability to establish and maintain effective working relationships with Club staff, board members, volunteers, community groups, and other related agencies
• Strong organizational skills and attention to detail
• Ability to maintain strict confidentiality
• Mandatory CPR and First Aid Certifications
• Knowledge of budgets, control and management
• Cash handling experience

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

• Working conditions are normal for an office environment
• Must be able to lift 20 pounds
• Must be able to remain alert and energetic for 8 hours or more
• Requires sitting for long periods of time, up to 8 hours
• Must be able to maneuver around an office to access file cabinets, office machinery, etc.
• Continuous operation of computer and all other office machinery, such as a calculator, copy machine and printer

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this position. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.