Open Job

Office Administrator (OA)

STATUS:

TEMP-TO-HIRE, flex/full time, non-supervisory position, 32 hours per week (Monday - Friday) paid on an hourly basis. Reports to Executive Director. May be eligible for remote work arrangements.

PAY:

Up to $16/hr DOE; monthly mobile phone allowance

SUMMARY:

Office Administrator provides administrative and clerical support to the Executive Director; is responsible for the efficient and effective day-to-day functioning of the Chamber office and its related activities; provides customer service to positively represent the Chamber and City of Lanesboro to tourists, members and the public; supports goals and objectives of the Chamber as well as follows established policy and procedures.

The position is primarily administrative in nature, but includes significant elements of work in public relations, communications with the public and information/member service areas. Key support areas may also include front desk reception duties and special projects as assigned. May direct and lead the work of others.

Helpful Traits: Tech Savvy; Ability to “Monitor and Adjust;” Work with Diverse Groups; "Can do" Attitude; Strong Organizational Skills; Emotional Intelligence; Patience; Team Player; Creative Problem Solving; Resourcefulness; Enthusiasm; Flexibility; Self-Starter; Clear, Pleasant Speaking Voice.

EXAMPLES OF ESSENTIAL DUTIES:

1. Clerical / Office Administration

• Maintains accurate and up-to-date contact records in member and non-member databases and mailing list categories to ensure streamlined marketing and communications;

• Maintains calendars;

• Answers and fields incoming phone calls;

• Compiles and assembles information for new member packets and sends or delivers information to prospective members;

• Oversees inventory of all office supplies and equipment;

• Maintains an organized office filing system, including paper and electronic files, photos and other materials;

2. Customer / Member Service

• Monitor the Chamber’s voicemail and e-mail; responds to inquiries made in-person, by phone, e-mail or standard mail, in a friendly, informative manner; arranges “callbacks” to honor Executive Director’s time, provides back-up materials for callbacks, routes calls elsewhere as needed; researches information as necessary. OA should practice proactive customer service and professional telephone etiquette;

• Assists in maintaining positive, long-lasting partnerships with business owners and town organizations; assesses member needs;

• Advises membership on new programs, events and services the chamber has available;

• Assists existing businesses with growth opportunities, education, mentoring;

• Maintains ongoing effective communication with members and the community;

• Remains up-to-date on all Standard Operating Procedures;

3. Processes and Procedures

• Processes Member Tasks List daily.

• In off-season and at the discretion of Executive Director, assumes the front desk reception duties;

4. Additional Duties

• Maintains Chamber office so that it presents a positive image; keeps shelves updated with current materials;

• At the discretion of Executive Director:

  • • Schedules and coordinates Visitor’s Center volunteers and Ambassadors;

    • Handles administrative details of Chamber sponsored programs, seminars, workshops, special projects, and events; Coordinates the planning, scheduling, communication and staging of such activities; Liaise with project stakeholders during the project planning process;

    • Creates and maintains project schedules (i.e. annual Visitor Guide and the City Map projects);

    • Assists with writing content for the organization’s press releases, print publications, e-newsletters, website and social media;

    • Schedules and coordinates distribution of the Chamber’s electronic communications including membership e-newsletter, social media efforts, etc.;

• Offers suggestions for improvements in processes and procedures;

5. On-the-Job Expectations

• Remains up-to-date on events and attractions throughout the Lanesboro Area: reviews the newspaper and/or internet for local/state/regional happenings, explores the local menus, and reads brochures.

• Maintains a working knowledge of digital systems currently used by the Chamber, including websites and applications; local maps, routes, directories and DNR announcements to better inform visitors;

• Attends all scheduled staff meetings;

5. Other

• Sets a positive example for other team members through adherence to all policies and maintains a high standard of behavior, including speech, actions, and dress;

• Performs tasks as directed by the management.

TYPICAL QUALIFICATIONS:

Critical Knowledge, Skills, and Abilities:

• A dedicated focus on serving as a professional administrative assistant;

• Work experience in a professional office environment preferred;

• Basic knowledge of and ability to communicate effectively with the region's businesses; civic, community and academic leaders;

• Ability to prioritize and manage multiple projects; flexibility to adjust to changing priorities;

• Strong work ethic; approaches work with a sense of purpose;

• Good sense of judgment and ability to exercise discretion, maintain confidentiality, and deal discreetly with highly confidential information;

• Organized and detail-oriented;

• Professional communication skills and excellent verbal and written skills;

• A positive, “can do” attitude with a willingness to take extra steps to deliver results;

• Tech Savvy: High level of proficiency with Google Workplace environment, proficiency in internet research, and ability and willingness to master internal software (ChamberMaster CRM, Vonage VoIP Phone System, Constant Contact, etc.)

• Understand the tourism industry – develop in-depth knowledge of key visitor attractions in Lanesboro Area and Bluff Country with ability and desire to learn more and teach others;

• Ability to work collaboratively in a diverse team environment;

• Ability to remain calm under pressure and resolve challenges.

Education/Experience Requirements:

• Minimum of three (3) years of related experience; or equivalent combination of education and experience. Visitor/customer services and/or non-profit organization experience a plus;

• Experience working in a collaborative office environment;

• Chamber experience and knowledge preferred;

• Strong attention to detail and above average organizational skills and experience;

• Must show strong initiative and have a positive, upbeat attitude;

• Experience in fundraising and special events a plus;

• Creative writing experience a plus;

• Knowledge of Lanesboro and the surrounding community preferred;

• Ability to manage multiple contacts and service multiple demands;

SUPPLEMENTAL INFORMATION:

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee must be able to sit, stand or walk for an extended period of time, operate a computer and other office equipment, frequently communicate with individuals, and must occasionally lift and/or move up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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This job description is not intended to be all-inclusive. The employer retains the right to change or assign other duties to this position.