Major Job Duties

1. Office Management

2. Accounting Management (QuickBooks Desktop)

3. Manage the Licensing, VIC, and Condo

The Operations Director is responsible for a variety of daily duties involved in managing the Chamber of Commerce office, administrative duties, financial supervision, and troubleshooting with staff and customers.

The Chamber of Commerce CORE VALUES are:

Passionate Service - Community Engagement - Intentional Inclusion - Inspire Innovation

Primary Duties and Responsibilities:

1. Office Management

· Responsible for the efficiency of the day-to-day functions of the office; Opening and closing the office Monday-Friday 9am - 5pm; provide administrative support for the Chamber; and assist the President/CEO as needed.

· Vendor Relations: Research vendor options for office needs, including scheduling services.

· Oversee and coordinate office infrastructure, including furnishings, computer network, telephone system, and other electronics.

· Oversee, manage, and track postal system and postage expenses.

· Oversee, manage, and track copier expenses.

· Ordering supplies for the office and products to stock for the cleaning company.

· Collect, code and distribute mail daily.

· Answer multi-line telephone; direct incoming calls, field questions from chamber members & the public and take accurate messages.

2. Accounting Management (QuickBooks Desktop)

· Ensure that AR, deposits and membership billings are sent and recorded on an accurate and timely basis.

· In coordination with the other departments, ensure that billings and statements are completed each week.

· Prepare and send membership billing and notices.

· Deposit money received weekly.

· Ensure AP, invoices and all payables are posted and mailed within 24 hours of check sign.

· Reconcile each of the four the bank accounts each month.

3. Manage the Licensing, VIC, and Condo

· Oversight and operation of the Sub-Licensing office, the Visitor Information Center (VIC), and the Building Condominium.

· Provide administrative and office oversight for the Sub-Licensing office.

· Track various visitor statistics and develop a comprehensive report for grant funding.

· Implement a screening process for potential volunteers according to accepted screening standards and practices. Orient volunteers to increase their understanding of the organization, its members, its services and the roles and responsibilities of VIC volunteers.

· Oversee VIC volunteer management of recruitment, scheduling, training, stocking of relevant materials, communications, and daily management.

· Coordinate routine maintenance of the condominium heating, electrical, elevator and other miscellaneous aspects of the building.

· Handle all building repairs, grounds maintenance contracts and general upkeep.

· Schedule maintenance of the public restrooms, coordinate with downtown event producers to ensure proper stocking, cleaning and hours of operation.

· Coordinate quarterly condo Owner meetings.

· Serve as point person for all condo owners in order to handle requests for upgrades or special projects and communication.

· Dispense monthly billings for condo dues and collection.

Education

Accounting or Business degree, preferred

Experience

Four to five years of Office Management/Accounting/Operations experience.

Knowledge, Skills and Abilities

· Excellent written and verbal communication skills.

· Detail oriented with ability to manage multiple tasks simultaneously.

· Knowledge of non-profit structure

· Knowledge of database management software for chambers preferred

· Ability to negotiate best rates on contracts.

· Able to work with constant interruptions and re-focus.

Proficiency in the use of computers for

· Word processing

· Email communications

· QuickBooks

· Excel

· Database management

Personal Characteristics

The Operations Director should demonstrate competence in some or all of the following:

· Friendly and Diplomatic: In order to reflect the professional integrity of the Chamber.

· Behave Ethically: Understand ethical behavior and business practices and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization.

· Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

· Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

· Creativity/Innovation: Develop new and unique ways to improve operations of the Visitor Information Center and to create new opportunities

· Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

· Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.

· Lead: Positively influence others to achieve results that are in the best interest of the organization.

· Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

· Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

· Plan: Determine strategies to move the program forward, set goals, create and implement actions plans, and evaluate the process and results.

· Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Working Conditions

• The Operations Director works Monday-Friday 9am-5pm in the office. Close walking to many restaurants and the marina.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Do you live in Anacortes or nearby, so you are able to commute to work daily?

Experience:

• QuickBooks: 3 years (Required)
• Office Management: 3 years (Required)

Work Location: In person