South West Communities Chamber of Commerce
Title: Part-Time Administrative Assistant
Reports to: Executive Director
Summary of Basic Function:
The person holding this position is responsible for the direction, training, questions or explanation concerning the work and chamber policy. This is a permanent, part-time position.
Essential Duties and Responsibilities:
The following defines first, the scope and type of work responsibilities characteristic of this position and secondly, the responsibilities which are relevant to staff behavior or chamber standards and are considered part of this job description. In all instances, it is of utmost importance that a high degree of confidentiality be observed.
- Bookkeeping utilizing Quick Books. Training Available for Qualified Candidates.
- Written materials & correspondence
- Reception & public relations
- Managing office supply inventory
- Telephone and Email correspondence
- Regular and special committee projects and outreach
- Chamber Board secretarial services
- Web-site & Scrolling Sign maintenance
- General Housekeeping
- Maintain Executive Director Calendar and Appointment Schedule
- Support to Executive Director
Descriptions of these responsibilities are explained in the following paragraphs.
The assistant will ensure that all general accounting- which includes maintaining accounts, billing members, and preparing a monthly statement, is updated with accuracy on a timely basis. The assistant will be responsible for proper billing, recording of dues and classifications, and maintain all membership files. Assistant will maintain reports concerning membership and handle all correspondence to members regarding membership status or change in status. This reporting and correspondence is in reference to dues, due dates or other membership information.
Written Materials / Correspondence
The assistant will be responsible for written materials and correspondence as requested by the Executive Director. This will include basic writing, editing and mailing and e-mailing. This area of responsibility will range from letters of reply, photocopies, e-mails, sending information packets, to preparing agendas and minutes, organizing mass mailings and assisting Executive Director with quarterly newsletter. Will work with Executive Director in preparing official Chamber publications.
Reception & Public Relations
The assistant will be the chief person to welcome visitors to the chamber office. The assistant shall be pleasant, offer a greeting and seek to assist the person/persons as efficiently as possible. The assistant, whether on duty or off duty shall be professional and supportive of the organization they represent. On occasion the assistant may be required to speak at events on behalf of the Chamber or its committees.
Managing Office Supplies
Managing office supplies will be the responsibility of this position. The assistant will note the quantity and types of materials used and/or needed. When supplies are needed, it will be the responsibility of the assistant to order unless otherwise instructed by the Executive Director.
Telephone and Email Correspondence
Speaking to individuals on the phone is an on-going responsibility of the assistant. Some examples include: calling committee members and reminding them of meetings or deadlines, answering requests for information, telemarketing an up-coming event. In all cases, strong verbal skills will be necessary. In addition, the assistant must be able to professionally correspond through emails.
Committees & Projects
The assistant will assist in the coordination of all Chamber committees and work with the volunteers to assure that projects which evolve from these committees (whether on-going or new) be achieved with success. Assistant will research and gain input to develop new fund raising projects. Will be responsible for implementing, with the aid of the Executive Director and volunteer workers, the program of work and policies as adopted by the Board of Directors.
Chamber Board Secretary
The assistant will be responsible for taking minutes at board meetings and committee meetings and transcribing those minutes.
Web-site Maintenance and Scrolling Sign Maintenance
The assistant shall maintain and update the chamber web-site on a regular basis as well as the scrolling sign on the exterior of the building.
The assistant will share the responsibility of keeping the office clean. This may include dusting, removing garbage, vacuuming and other housekeeping duties.
Maintain Executive Director Calendar and Appointment Schedule
The assistant will oversee, follow up and confirm calendar appointments on the Executive Director’s Calendar, as well as oversee event planning and ad deadlines.
Support to Executive Director
Cooperation with the Executive Director will be essential to the assistant’s position. Tasks may be assigned that have not been listed as part of the job description. The assistant shall be responsible for taking the initiative for completing the tasks once asked.
- Work with the Executive Director to prepare monthly financial statements.
- Assist in collecting and organizing data for demographics and marketing proposals.
- Serve as secretary for board and committee meetings and as such, shall take minutes of these meetings.
- Provide clerical support for Executive Director.
- Maintain the highest degree of confidentiality.
- Job requires general minimal lifting to 50 lbs., kneeling and climbing;
- Job requires keystroke finger abilities, bending or stretching for short periods of time;
- Job may require evenings and Saturdays. Job may require local travel
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be required to perform other tasks, which are within their abilities other than those specifically presented in this document.
South West Communities Chamber of Commerce is an EOE AA M/F/Vet/Disability Employer Prepared 03.2018