Office Assistant

Job title:  Office Assistant

Reports to:  Vice President of Operations

FLSA status:  Non-exempt

Job purpose

The office assistant is responsible for greeting visitors, fielding phone calls, processing mail, and other clerical tasks and administrative support to ensure the smooth functioning of the office. 

Duties and responsibilities

TELEPHONE AND FRONT DESK RECEPTION

• Welcome visitors and guests and notify staff of their arrival
• Answer multi-line phone, answer questions, transfer calls to the appropriate staff members, and maintain voicemail system
• Process incoming and outgoing mail and packages

ADMINISTRATIVE SUPPORT

• Manage meeting rooms and local association events calendar
• Maintain office supplies and general merchandise inventory
• Help oversee office services such as copier, printer
• Assist with office closing and security
• Help prepare for association board meetings and special events three times a year
• Assist with planning office social events

Database and record management

• Assist the accounting department with payable and receivables
• Assist the membership department with database updates
• Assist the communications department with database updates
• Assist with pre and post-board meeting documentation

Miscellaneous

• Show professionalism in maintaining confidentiality
• Other duties as assigned

Direct reports

None.

This job description does not cover every job requirement and is subject to change at any time by BIAW.

BIAW complies with all federal, state, and local employment laws. To that end, the board of directors and executive vice president of BIAW will not discriminate in employment opportunities or practices based on race, religion, national origin, sex, color, marital status, military status, disability, age, sexual orientation, gender identity or any other characteristic protected by law. 

Qualifications

• High school or equivalent (required)
• Excellent telephone communication etiquette
• Proficiency with MS Office Suite, office technology, and equipment, such as computers, copiers, and phone systems
• Excellent communication and interpersonal skills
• Strong organizational skills
• A learner’s mindset: attention to detail, great listening skills and an attitude of service to improve and adapt
• Strong ethical, interpersonal skills to build trusted and respectful relationships with our members, local association peers, co-workers and others 
• A can-do, positive attitude 

Working conditions

Office setting with prolonged sitting/standing at times. Occasional physical tasks, i.e., organizing equipment, moving furniture, and loading/unloading. The position will require periodic in state overnight travel to meetings.

Physical requirements

• Must be able to lift and carry or otherwise move 50 pounds occasionally 
• Moving self in different positions to accomplish tasks in various environments 
• Repeating motions that may include the wrists, hands, and or fingers 
• Legally and physically able to drive to deliver and or pick up office orders and supplies

Qualified and interested parties should apply with a cover letter, resume and any supporting documents.  

Review of application will begin on November 24th, position will remain open until filled.