Chamber Master

Administrative Assistant

Job Description

The Kona-Kohala Chamber of Commerce seeks an Administrative Assistant who enjoys a fun and fast-paced professional environment while supporting the organization’s mission and goals. The organization provides competitive pay and benefits along with training for this full-time position.

POSITION SUMMARY
The Administrative Assistant performs administrative, clerical, and bookkeeping duties along with managing membership accounts and assisting with Chamber activities and events. Applicant must be able to multi-task, be customer oriented and have a background in word processing, spreadsheets, database management, and email correspondence.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS

Administrative and Clerical

  • Answer telephone and provide high quality customer service: give information to callers, register callers for events/activities, transfer calls to appropriate individuals and take/check messages.
  • Monitor daily emails, respond, and forward as necessary.
  • Write business letters, memos, and other correspondence as needed.
  • Operate computers for various applications such as payment processing, member relations management, bookkeeping, database management, word processing and more.
  • Enter information into databases or software programs and generate reports.
  • Manage paper/electronic filing systems and maintain documents.
  • Operate office equipment such as phone system, copiers, scanner, fax machine, calculator, and postage machine.  Arrange for maintenance and repairs when needed.
  • Communicate both verbally and in writing the mission and objectives of the organization and the services and benefits offered with membership, events, fundraisers, and other activities.
  • Greet guests that visit Chamber office and refer member services or products.
  • Other duties as may be assigned or deemed necessary.

Manage Accounts

  • Manage accounts payable while adhering to budget.
  • Manage accounts receivable and process daily transactions.
  • Prepare deposits and take to bank.
  • Review data for mathematical accuracy and proper posting.
  • Prepare documentation for accountant.
  • Process new members in member management system and bookkeeping program.
  • Responsible for member renewal invoicing and payment posting.
  • Send member correspondence such as certificates, letters, etc.
  • Maintain updated member list, prospective member list, and cancelled member list.
  • Generate monthly member reports.
  • Assist with member recruitment.
  • Provide high quality customer service when managing accounts.

Events, Fundraisers, and Activities

  • Set up spreadsheets and input registration data for events, fundraisers, or other activities.
  • Collect, monitor and record all payments for events, fundraisers or other activities.
  • Finalize all transactions and ‘close’ each event, fundraiser or activity.
  • Attend and work at monthly and annual events, fundraisers, and activities.  

GENERAL TASKS

  • Process Relocation Packet orders and send.
  • Work as staff liaison with Sustainability and Education and Workforce Development Committees.
  • Assist with creating agendas. Take minutes at monthly meetings.
  • Assist Committee Chair with any other tasks, reports, or documents needed for meetings.

Minimum Qualifications

  • High school diploma
  • 3 years work experience in related field
  • Proficiency in Microsoft Word, Microsoft Excel, Email correspondence (Outlook and Gmail).
  • Comfortable learning a bookkeeping/accounting program and an industry specific customer relations management system.
  • Working knowledge of basic office procedures, systems, and equipment.
  • Strong organizational skills, ability to multi-task, and comfortable in a fast-paced office environment.
  • Strong written and verbal communication skills.
  • Attention to detail, dependable, pleasant and cooperative.
  • High standard of excellence.

Preferred Qualifications

  • Four-year degree in Business, Accounting, or related field.
  • 5 or more years of work experience in related field.
  • Proficiency or mastery with Intuit Quickbooks program.
  • Experience working in non-profit organization or Chamber of Commerce.

Working conditions and physical demands: Professional business office environment. Flexible with physical requirements; some events may require set-up of tables, chairs, lifting boxes and other physical activity. Ability to lift up to 25 lbs.

Email cover letter, resume and salary requirements to wendy@kona-kohala.com by 4:00 p.m. July 21, 2017. No phone calls please.

Contact Information