Administrative Secretary

Please submit resume to sarah@gilbertchamber.com
 
Administrative Secretary
 
GENERAL DESCRIPTION:
This role performs a variety of clerical, administrative, and bookkeeping tasks, including answering telephones and emails, typing documents, conducting deposits and processing payables, calendaring and other duties as required for the President/CEO. This role is responsible for providing support and maintaining communication and contact with employees and the public and requires professional discretion and judgment.
 
This role will report to the President/CEO and is 36-40 hours per week with occasional early morning or late-night attendance required for meetings and member events.
 
This is not an exhaustive job description and additional tasks may be added as required by the President/CEO based on the needs of the organization
 
SKILLS REQUIRED:
Professional communication skills (spoken, written, and editing), Personable, Dependable, Organized, Able to Prioritize, Adaptable, Accurate, Efficient, Attention to Detail, Excellent Customer Service Skills, Anticipates Need, Decisive, Service-Oriented, Collaborative,
 
Strong understanding of Office Suite, QuickBooks, and common Social Media platforms. *May also be familiar with ChamberMaster, Microsoft Publisher, Canva, Basecamp, and Hootsuite.
 
DUTIES:
This position will serve to support the value, benefits, services and programs of the Chamber and Chamber Foundation as set forth by the Board of Directors’ annual business plan.
 

  • Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of organization policies, practices, and operations.
  • Provides direct administrative support to the President/CEO, including managing calendar and scheduling meetings and appointments, following established instructions.
  • Conducts basic bookkeeping tasks including regular bank deposits, processes payables, and preparation of basic financial and accounting reports.
  • May coordinate meetings and events, registration and preparation of materials, AV setup, and other planning tasks as needed. May develop meeting/program fliers and material and prepare summary data of attendance, etc.
  • Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This may include taking and transcribing dictation involving general business vocabulary.
  • Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring projects or one-time projects, as directed by President/CEO.
  • Composes responses to routine inquiries and ascertains which items can be delegated to subordinate managers, and forward appropriate items to manager.
  • Manages volunteer coordination, calendaring, and assignments on behalf of the organization.
  • May assist with marketing efforts including drafting press releases, updating the organization website and social media accounts.
  • May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
  • This position primarily focuses on supporting the President/CEO and should maintain a high degree of confidentiality on all sensitive information for which this position is privy.
  •  This position has frequent interaction with, but is not limited to, employees, business leaders, elected officials, members and non-members, donors, visitors, and community residents.
 
Other duties may be assigned by the President/CEO.  
 
MINIMUM QUALIFICATIONS
Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written and interpersonal communication skills to effectively interact with personnel, assist customers with inquiries, schedule meetings and appointments, as well as managing incoming telephone calls and walk-ins. Must have a working knowledge of personal software packages to perform the clerical and administrative functions described above. Must have the ability to organize, prioritize and multi-task workload in a fast-paced environment and maintain a professional manner.
 
Typical Hours: 36-40 hours per week
Salary: $17.25-$18.50 per hour
 
Working days: Monday - Friday
Typical start time: 8AM
Typical end time: 5PM
Company's Facebook page: www.facebook.com/gilbertchamber
 
Benefits:
Dental Coverage
Long Term Disability, Short Term Disability and Life Insurance
Mileage Reimbursement
Retirement Contributions
Paid Time Off
Eligible for bonus compensation after one year of employment
Please note, medical coverage is not a benefit which is offered.
 
Experience:
  • A high school diploma, GED, or equivalent work experience
  • 5+ years’ administrative support experience
  • Ability to make strong use of Office Suite
  • Understanding of QuickBooks Online
  • Experience using a CRM or other customer management software
  • Great interpersonal skills and the ability to thrive, multi-task, and prioritize in a high-volume, dynamic environment
  • Proven ability to promote and build extraordinary customer rapport
  • Ability to take complete ownership of customer issues
*Candidate might also have
  • 5+ years’ customer service experience with a proven record of understanding customer needs
  • Experience working at a Chamber of Commerce or similar association
  • Experience using ChamberMaster, Microsoft Publisher, Canva, Basecamp, and/or Hootsuite