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 .

Deadline for submissions is 10/22/2020.


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