Details
09/23/2020
Administrative Assistant
Ohio Association of School Business Officials
About the Job:
Under the direction of the Executive Director, the Administrative Assistant position provides clerical and administrative support to staff and members with a focus on data entry, office administration, scheduling and communication. OASBO is located in Columbus, Ohio.
Primary Responsibilities Include
Member Service:
- Is the friendly and confident voice and face of OASBO.
- Cheerfully and professionally answer all incoming calls
- Screen and route calls appropriately
- Greet office visitors with a smile and friendly confidence
- Respond to general inquiries of current and prospective members
- Assist with annual membership drive activities
- Track member job changes, retirements to inform membership, mentoring and recognition processes
- Assist members with profile updates, password resets, and other general website and account questions
Database Management:
- Data entry and updates for:
- New and existing individual and organization user profiles
- Job postings
- Verify attendance post-event & issue/update contact hours
- Weekly/monthly data cleanup (ex: membership types matching job roles, organization relationships, address management, missing data)
- Pull searches/reports for various depts as needed
Office Administrative Support:
- Perform administrative functions including, but not limited to:
- Initiating and preparing memos and other correspondence, taking minutes and maintaining official association documents, making photocopies, preparing mailings, and other activities as requested
- Schedule/manage calendars for staff/operational meetings
- Manage all form/application submissions for programs including but not limited to leadership benefit requests, awards program, board applications, etc.
- Manage all Trello Boards
- Provide support and manage related paperwork for OASBO-related programs, such as the OASBO Treasurer Licensure Pathway and Local Professional Development Committee (LPDC)
- Coordinate office equipment repair
- Take inventory and order supplies for the office and facility
- Work with staff to file reports, including the Joint Legislative Ethics Committee (JLEC) quarterly report
- Open and distribute incoming mail and special deliveries
- Keep common areas clean
- Organization and maintenance of files and documents
- Provide administrative support for accounting, including logging check payments, entering credit card payments over the phone and other processing as needed
Event Administration and Support:
- Assist with curriculum and professional development/event planning and implementation activities, including, but not limited to:
- Facilitate communications with speakers, volunteers, etc. prior to, during and after events
- Acquire, store and upload content (handouts, bios, etc.) to network and digital library for all presentations
- Order course curriculum, when relevant, working with staff to ensure recent updates are incorporated in new orders
- Prepare name badges and sign-in sheets for all events
- Manage pre- and post-seminar emails to registrants
- Keep staff updated on latest registration numbers for all events
- Assist with planning and implementation activities related to the Annual Conference and the Facilities Conference, including, but not limited to:
- Manage the Annual Conference and Facility Conference “Call for Presentations” track session application, assignment, and implementation process in collaboration with other staff and members
- Monitor volunteer sign-ups and act as liaison between volunteer coordinators, committee members and staff
- Assist with award selection committee duties, including writing the award letters, ordering the awards, mailing information and other details related to same
- Coordinate mailing of name badges for Annual Conference
Perform other duties needed or assigned by the Executive Director.
Requirements include:
- College degree preferred or at least five years of relevant experience
- Strong organizational skills and attention to detail with the ability to manage multiple projects while consistently meeting deadlines
- Strong work ethic and initiative
- Proficient in Microsoft Office, internet and database technologies and data entry/management
- Ability to learn new emerging technologies
- Strong critical thinking and problem-solving skills
- Ability to work collaboratively with staff and executive leadership to contribute to all team initiatives
- Strong interpersonal, oral, and written communication skills
- Knowledge of audio-visual meeting technology
- Must be able to lift 25 or more pounds repetitively
- Must have a valid Ohio driver’s license and reliable transportation
- Must be able to work a flexible schedule – some overnight travel required, and some evening events required
- Must have the ability to work remote when required
Salary: The salary range for this position is $35 - $45K plus a competitive benefits package.
To apply: Please send resumes and letters of interest to Jim Rowan at jim@oasbo-ohio.org .
Deadline for submissions is 10/22/2020.
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