Registrar/Admin Assistant

Position Overview

The Registrar/Admin Assistant supports the integrity of membership records and the Scouting America database by reviewing applications, financials, verifying documentation, and entering data accurately. This role requires strong administrative skills, attention to detail, and familiarity with registration procedures. Additional duties include attending meetings, responding to inquiries, and supporting general office operations.

Responsibilities

• Support the registration processes for youth and adult members
• Review and verify membership applications for completeness, fees, and signatures
• Maintain accurate records in the council’s registration system in accordance with the Scouting America Registration Guidebook
• Assist with transfers, renewals, and position changes
• Ensure compliance with Scouting America’s registration policies and internal controls for record retention and document destruction policies
• Generate membership and system reports
• Process cash receipts via the POS system, issue field receipts when needed, and make daily cash deposits
• Reconcile membership batches daily
• Assist with incoming mail and provide receptionist coverage during breaks and PTO
• Manage Financial Records: Process payments, maintain accurate financial records, and reconcile accounts in accordance with organizational policies.
• Accounts Receivable & Payable: Prepare invoices, receive and deposit funds, process bills, and assist with timely payment of obligations.
• Financial Reporting: Prepare regular financial reports, track budgets, and provide accurate financial information to leadership and the board.
• Administrative & Compliance Support: Maintain financial files, assist with audits and annual reporting, and ensure compliance with organizational policies and accounting procedures.

Education

• A high school diploma or a GED is required
• College coursework or an associate’s degree is preferred

Qualifications

• Ability to handle confidential information responsibly
• Experience with data entry or administrative systems
• Strong organizational and communication skills

Skills

• Ability to work independently and collaboratively
• Excellent organizational and multitasking abilities
• Proficiency with online database systems
• Skilled in Microsoft Excel and Word
• Self-motivated and able to plan ahead
• Friendly and customer-service oriented
• Scouting experience or knowledge is a plus

Benefits

All councils are equal opportunity employers and offer a competitive salary, based on the council’s geographic location. Professional Scouting offers benefits, including major medical, prescription coverage, dental, vision, life insurance, long-term disability, accidental death, a retirement plan, and compensation for authorized and approved business-related expenses, including phone and mileage reimbursement. We also offer a generous vacation policy and holiday observances.

Job Type: Full-time

Pay: $18.00 - $24.00 per hour

Benefits:

• 403(b)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person