Administrative Assistant

Position Description

The Chamber of Commerce Administrative Assistant provides administrative support to the Executive

Director, the Chamber President and the Board of Directors, and serves as the in-office presence for

Chamber operations, member walk-ins, and events.

Essential Duties and Job Responsibilities

1. Clerical support duties of Chamber operations including copying, filing, assembling, sorting, processing

requests, daily mail, organizing and handling items on a priority basis and in a timely manner, with

Board meeting materials completed a minimum of two days prior to Board meetings.

2. Staff the Chamber office during posted office hours (currently Monday, Wednesday, and Friday, 9:00

a.m.–1:00 p.m.) to manage Chamber-related walk-in traffic. Ribbon cuttings and Chamber events take

priority over keeping the office open.

3. Maintain a positive working relationship with all Chamber members, Partners, and other community

organizations.

4. Assist Executive Director with project management and social and fund raising community events.

5. Receive and screen telephone calls and visitors; provide information to the public; and respond

professionally and appropriately when referring complaints.

6. Assist with the arrangement and coordination of meetings; send notices as assigned; attend regular

Board meetings, committee meetings, and other meetings as required.

7. Maintain office supplies.

8. Assist in the registration and planning of the monthly general membership luncheons, including setting

up attendee tables, chairs and decorations, member information and staff registration tables, cleanup,

preparing 50/50 cash totals, maintaining the cash box and card reader, and making deposits as

necessary.

9. Attend all ribbon cuttings, and staff registration tables and handle cash at all Chamber events,

including the Annual Dinner, Golf Scramble, and Twilight 5k.

10. Prepare, print and distribute leader and attendee agendas and event materials; create

runner/attendee packets with bibs, shirts, and labels for event pick-up.

11. Assist with creating community and ad signs and publishing them on the downtown digital sign.

12. Assist with the daily functions of the Community Center and communicate information to City Hall.

13. Maintain accurate and organized documents and records that includes timely recording and billing of

Chamber members.

14. Manage financial transactions in QuickBooks; maintain computerized general ledger, accounts

payables and receivables, and invoicing, post checks/cash, and daily or weekly deposits.

15. Maintain and monitor the Chamber website via the Chamber’s website vendor.

16. Other duties as assigned.

Job Requirements

Must possess:

1. Good professional communications skills, including written and oral communication skills, strong

listening skills.

2. Excellent organizational skills.

3. Ability to work collaboratively and positively with others of diverse backgrounds, opinions and needs.

4. Diplomatic and negotiation skills and ability to accommodate differing opinions.

5. Advocacy skills to promote the mission of the Chamber and its’ membership.

Education, Training and/or Work Experience Requirements

High School Diploma or Equivalent

Two years of experience in a related field

Must be proficient in the use of computers and Microsoft Office programs, website administration and

social media. Experience in QuickBooks is required.

Licenses and/or Certificate Requirements

Valid Illinois Driver’s License

Physical Demands and Requirements

This position requires the manual dexterity sufficient to operate phones, computers and other office

equipment. The position requires the physical ability to sit, stand, kneel, bend and perform light lifting. Must

be able to climb stairs and walk for short distances. Must have the ability to write and speak clearly using

the English language to convey information and be able to hear at normal speaking levels both in person and

over the telephone. Specific vision abilities required by this job include close vision, depth perception and

the ability to adjust focus.

Work Environment

Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards

and/or hazardous materials. Though work is normally performed in an office setting, this person must have

the ability to travel as required and work outside in normal weather conditions.

Compensation and Benefits

• Paid leave in accordance with the Chamber’s Paid Leave policy.

• Two weeks’ paid vacation, per the Chamber’s personnel policies.

• Paid holidays, per the Chamber’s personnel policies.

Pay: $22.00 - $28.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $22 - $28