CHAMBER OF COMMERCE ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION
 
General Description:
The Chamber Administrative Assistant works under the direct supervision of the President. As the initial point of contact for visitors, guests, and callers, the Administrative Assistant plays a key role in creating Jackson County's "first impression".
 
Supervision:
The Administrative Assistant reports directly to the President.
 
Clerical

1. Assist Chamber staff in preparing mass mailings as directed.
2. Ensure office supplies are adequately stocked.
3. Purchase items needed for the office.
4. Check mail at the post office minimum (3) times a week and distribute where necessary.
5. Check outside mailbox and distribute where necessary.

 
Accounting/Bookkeeping

1. Maintain all financial accounts in financial software (QuickBooks) and all accounts in Chambermaster.
2. Keep adequate records of accounts receivable and payable.
3. Post and make deposits to all accounts.
4. Classify and prepare checks for all properly documented expenses according to the Chamber’s chart of accounts.
5. Prepare first of month expense and reimbursement checks.
6. Prepare the documents necessary for monthly Board of Director Financial Reports.
7. Make sure the Treasurer receives financial reports in advance of the Board of Directors meeting.
8. Make adequate copies of Financial Reports for the monthly Board of Directors meeting.
9. File and pay all applicable tax forms and taxes.
10. Perform bank reconciliations on all accounts.

 
Membership

1. Post individual membership records upon receipt of membership dues.
2. Maintain membership invoicing schedule or such other invoicing schedule as may be determined by the President.
3. Invoice and follow-up with membership invoices and/or other billings.
4. Drop members when they do not renew, or payment has not been received >90 days.
5. Generate membership mailing lists and labels as required.
6. Assist in membership sales and campaign drive.
7. Maintain member financial records in membership database.
8. Maintain all event financials in membership database including trades.
9. Post ads in Tuesday Newsday Newsletter and update all information.
10. Construct membership packets.

 
Events
      1. Assist with registration as needed.
      2. Assist staff when necessary.
      3. Provide support to Event Manager with regard to event budget and
reconciliation of event revenue & expense reporting.
 
Purchasing/Procurement

1. Purchase all equipment, office supplies, postage and printed materials as directed by the President.
2. Ensure adequate supplies are on hand for general operating purposes (paper, pens, cleaning supplies, etc.).

 
Administrative 

1. Assist at special events as assigned by the President.
2. Accept and record reservations as requested by staff.
3. Coordinate all repairs and maintenance.
4. Keep a record of all Chamber contracts and leases.
5. Manage the flow of mail.
6. Ensure that all members, guests and callers are greeted promptly, cheerfully and professionally at the Chamber front entrance.

 
Other

1. Perform other duties as assigned by the President of the Chamber.

 
 
 The Administrative Assistant is expected to take initiative in completion of the above responsibilities in a timely manner.
 
 
I have read and discussed the foregoing job description with my supervisor.  This job description is not a contract and may be changed or eliminated at any time.