What are the responsibilities and job description for the Administrative Assistant position at Fairfield County Chamber of Commerce?
To Apply:
Email resume and cover letter to dillon@chamberfc.com or mail them to PO Box 297, Winnsboro, SC 29180, Attn: Dillon Pullen.
GENERAL STATEMENT OF JOB
Under general supervision, performs various clerical duties in support of the Chamber President including typing, filing, answering incoming calls, processing mail, communication with Chamber members, digital marketing requirements, website maintenance, etc. Reports to the Chamber President.
ESSENTIAL JOB FUNCTIONS
Prepares and types letters, memos, envelopes, reports, etc. for the President.
Reviews invoices and disseminates for processing approval.
Act as the financial officer for the Chamber.
Creates and maintains an effective filing system for the President.
Greets visitors and provides assistance as appropriate.
Opens and sorts mail. Prepares outgoing mail.
Conducts research regarding problems or projects as directed by the President.
Attends meetings with or on behalf of the President and takes notes.
Prepares Financial and required documents for monthly Board of Director meetings.
Maintains an adequate inventory of supplies for the office. Order items needed.
Operates and utilizes a variety of types of office equipment including a computer, printer, and copier.
Maintain communication with Chamber members.
Sends out membership dues notices and follows up on past due invoices.
Maintains/updates the Chamber website.
Creates digital marketing material for use on social media and website.
Act as Secretary to the Board of Directors and keep accurate minutes and records of all meetings.
ADDITIONAL JOB FUNCTIONS
Performs other related duties as required.
MINIMUM TRAINING AND EXPERIENCE
Minimum of high school diploma and equivalent of two years of clerical experience, or any equivalent combination of education and experience which provides the required skills, knowledge, and abilities. Must be able to type proficiently and have a comprehensive understanding in using digital marketing programs.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated office machines including computer, copier, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work, but may involve walking or standing for brief periods of time. Must be able to lift and/or carry weights of approximately twenty pounds.
Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor.
Language Ability: Requires the ability to read a variety of documents and reports. Requires the ability to prepare documents and reports such as requisitions, newspaper copy, digital communications, various reports, general letters of correspondence, etc., using the proper format, punctuation, spelling and grammar. Requires the ability to communicate with co-workers, other County/City employees, and the general public while exhibiting poise, voice control, and confidence.
Intelligence: Requires the ability to apply rational systems such as computer operations, public relations, etc. in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; add, subtract, multiply, and divide numbers; determine percentages and utilize decimals; and determine time and weight.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes in utilizing automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have moderate levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear.)
PERFORMANCE INDICATORS
Knowledge of Job: Has general knowledge of the practices, procedures and policies of the Chamber Office as they pertain to the specific duties of the position. Has general knowledge of office operations and procedures. Is able to use independent judgment in routine and non-routine situations. Has the ability to compile, prepare and organize a variety of reports and records including letters, memorandums, minutes, and requisitions. Has comprehensive knowledge of the terminology used within the organization. Is able to interact and communicate effectively with the public, fellow employees, Council members, sales reps, attorneys, etc. Knows how to operate a variety of office equipment including a computer, printer, fax machine, and copy machine. Is able to learn and apply new skills needed in order to promote efficient completion of duties. Is able to maintain an effective filing system. Has good secretarial, organizational, and human relation skills.
Quality of Work Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interface with all County and Town departments and divisions, co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."
Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, County policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and on time with a minimum of tardiness and absences and adheres to Chamber policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with Chamber policy or procedures, etc.
Relationships with Others: Shares knowledge with managers, supervisors and staff for mutual and Chamber benefit. Contributes to maintaining high morale among all County employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the County and to project a good image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the County. Emphasizes the importance of maintaining a positive image within the County. Interfaces effectively with higher management, other professionals, and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the County and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
Job Type: Full-time
Pay: $32,500.00 - $35,000.00 per year
Benefits:
- Paid time off
Schedule:
- 8 hour shift
Work Location: In person
Salary : $32,500 - $35,000