POSITION TITLE: Administrative Assistant (Part -Time)

SUMMARY OF POSITION
Primarily working from home this position is responsible for coordinating and performing all administrative services in support of the Tri-State Human Resources Management Association. Working approximately 20-30 hours per week, the incumbent evaluates administrative work flow, sets priorities and performs work assignments and follows up as required to insure that all work is completed accurately in accordance with set deadlines.

This position reports to the Board of Directors, working most closely with the Treasurer and President. Assignments are received from various Board members at which time the incumbent evaluates both long term and short term work assignments. The incumbent then prioritizes these work assignments and determines the appropriateness of each request. Questionable requests or requests requiring significant time commitments must be approved by the President and Treasurer. Once deemed appropriate, incumbent performs and follows up on all work assignments in order to insure accurate completion in accordance with specified deadlines.

The incumbent develops and maintains filing and follow up systems. These systems aid the incumbent in bringing items to the attention of appropriate Board members within required deadlines. The incumbent also maintains a variety of records, reports, etc. which must be accurate and in the form requested and ready for use.

A primary function of the incumbent is maintaining good working relationships with Tri-State Board members, Committee volunteers and Tri-State members. This position must also exercise good judgment in matters dealing with the Chapter's interests and image.

QUALIFICATIONS
A high school diploma, 1-2 years of business school training and/or college, and a minimum of five (5) years direct secretarial experience is required. The incumbent must be perceptive, analytical, extremely detail oriented and have the ability to make sound business judgements. The incumbent will have excellent computer skills including proficiency in word processing, spreadsheet, database management e-mail and internet. Excellent administrative and communication skills also required. Basic knowledge of accounting and bookkeeping skills preferred. Experience with accounting software also preferred

ESSENTIAL DUTIES
Essential duties and responsibilities include the following, other duties may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Responsible for scheduling board and committee meetings, confirming availability of rooms time/duration of program. Contact board and committee members to schedule and confirm their attendance.

Prepare and distribute correspondence and mailings for chapter functions and activities. Assist in the updating and publishing of the Chapter's membership directory.

Assist chapter leadership in scheduling programs, surveying the membership and preparing programs such as the Annual Conference.

Pick up and sort incoming mail from the post office. Forward to appropriate members.

Greet and register monthly meeting and program attendees; including calculating and accepting fees and issuing receipts.

Tally and maintain the monthly meeting and program records such as the reservation guarantee, no show, walk --ins, complimentary dinners and actual attendance.

Support administrative and financial transactions of treasury function including bank reconciliation, bill paying and invoicing. Prepare checks and deposit slips and deposit money into the chapter bank account. Maintain database files for all A/R, A/P, invoice and billing transactions into accounting software program.

Facilitate coordination of activities and resources between board members, committee chairs and members.

Handle routine inquiries and requests for information via e-mail, telephone and U.S. mail from current members, potential members, vendors and outside parties.

Coordinate Chapter membership activities including renewal/expirations processing and notifications, general membership inquiries, and maintaining chapter membership database and directory.

Special projects as required.

e-mail resumes to [email protected] or call Jack Nestor at 856.384.7086