Position: Office Manager
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The Office Manager is responsible for the day-to-day operations of the WMWO Chamber of Commerce office space and building as well as administrative duties as it relates to Chamber communications, financial records and official documents. This position works closely with the public, answering general phone calls, greeting guests and ensuring the building and office space are prepared for tenants, daily meetings, events and programs. This position reports directly to the Chamber's President.
- Respond to inquiries made in-person or via telephone, email or mail in a friendly, timely and informative manner.
- Maintain financial records including the receipt of all income and process them according to designated procedures. Duties include processing payments into ChamberMaster software, coding checks (and credit card deposits) into correct accounts, sending thank you notes, and maintaining Petty Cash.
- Generate monthly billing for member/investor dues, tenant lease and special events including cover letters (approved by the President and MRM) and mailings.
- Maintain current, up-to-date information on existing Chamber members including assigned representatives and contact information through Chamber Master.
- Assist Chamber members in taking full advantage of their membership including participation, attendance, volunteerism and retention in the Chamber.
- Actively contribute to the Chamber’s retention strategy and goals.
- Process accounts payables, forward to CPA with proper coding.
- Manage daily administrative operations of the Chamber office. Straightening of public areas (bathrooms, board room, reception area). Responsible for refuse and recycling removal.
- Maintain office filing system in paper and electronic formats.
- Provide assistance and support to President, staff, Executive Committee, Board of Directors and general membership to include problem solving, project planning and facilitation, day-to-day office coordination and administrative assistance.
- Provide clerical support for monthly Board meetings, including meeting notifications, minutes and materials. Processing meal invoices and payments. Preparation before and clean-up after Board meetings.
- Monitor and maintain the supply of community resources and other printed materials available for public distribution.
- Maintain stock of office and building supplies.
- Oversee office atmosphere including cleanliness, safety and maintenance.
- Assist with Chamber sponsored programs, seminars, workshops, special projects (see below for examples of special projects) and/or events.
- Assist with all other duties as assigned by Chamber President.
- Special Projects—
- Adopt-a-School: maintaining all files including emails, written correspondence, financials, any procurement necessary for their events. This could include solicitations from local vendors for monetary or in-kind donations. Attendance at any of the events hosted by AAS (Job Shadowing, Fall Meet & Greet, Employees of Distinction, Career Confidence Fair, Summer Entrepreneurship Camp) to assist with set-up, proctoring, and clean up.
- ORVA Conference: registration of all attendees via ChamberMaster either by mail, walk-in, or online. Keeping ORVA president abreast of all attendees with weekly email updates or dissemination of spreadsheet information. Bookkeeping of all monies (registration or sponsorship) received and all expenses to reconcile at the event close.
- Chamber Fundraisers & Annual Banquet
- St. Paddy’s Parade - set up, attendance, and clean up at Kiroli Park
- Spring/Fall Brown Bag (May and September)
- Small Business Week
Required knowledge, skills and abilities:
- Ability to communicate clearly and concisely, both orally and in writing.
- Ability to adapt to different scenarios and problem solve as needed for success.
- General knowledge of business practices, operations and needs.
- Ability to establish and maintain effective working relationships with the Board of Directors, employees, committees, members, governmental units, civic groups and the general public.
- Superior organizational skills.
- Computer skills including Microsoft Office and basic accounting software.
- Demonstrated commitment to and vision for the mission of the Chamber of Commerce.
Majority of duties will be performed in and from the Chamber’s office during regular business hours. Manual lifting of supplies and equipment is needed. Some travel and work off-site may be required as well as occasional weekend and evening hours may be required. Use of personal vehicle with mileage reimbursement once monthly.
The Chamber is an equal opportunity employer.
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