Signature Activities and NEXUS Support Clerk - Full-time / Part-time

Signature Activities and NEXUS Support Clerk

This position requires some basic experience with Accounts Payable and Receivable as the job includes the processing of payments, credits and debits related to assigned programs and activities. The balance is customer service and day to day operations in the Woburn Business Office.

Hours are: 8:00a-4:00pm with two 15 minute breaks and one ½ hour lunch break OR one 1 hour lunch

40 % ACCOUNTS RECEIVABLE/PAYMENT PROCESSING

• Process mailed in payments by batching them by the appropriate event or program and creating a daily mail log of all received payments.
• Scanning that day’s checks for deposit
• Routing the batches of checks to the appropriate staff member for entering.
• Entering all payments for programs and events into the Doubleknot system.
• Applying credits or debits as necessary for events and programs as per Council policies.
• Invoicing for all assigned programs monthly. Calling when necessary if balances remain outstanding.
• Working with Council staff or designated volunteers to provide them a report of registered attendees, including outstanding balances prior to the event or program’s start date.
• Closing out assigned events and programs once run, including reconciling attendee numbers, sending out invoicing and/or making phone calls to collect outstanding balances.

30% CUSTOMER SERVICE

• Answering incoming phone calls from the general line as well as to that position’s phone extension. When required, making callbacks to follow up on requests for information.
• Answering email requests for information or assistance. Using discernment as to whether email or a phone call is the best method for communication.
• Monitoring the general Council mailboxes and answering or forwarding on emails as is appropriate.
• Assisting walk-ins with requests for information or help with registration for events and programs.

30% SIGNATURE ACTIVITIES SUPPORT/OPERATIONS

Partner & Council Programs

• Serving as liaison for Program Partner, including getting dates for parterned events, program setup in Doubleknot and providing reports both internally & externally as needed.
• Work with Communication Specialist to get dates for partner & assigned council programs onto website where appropriate.
• Provide customer support to people participating in partner or council programs
• Reconcile event dates, insuring that number of attendees entered in Doubleknot is correct and that pack/group has been invoiced for all attendees. This should be completed by the following Wednesday.

General Operations

• Other assigned duties as come up during normal business operations.