Office Administrator

Job Description:   Office Administrator
Full Time – 40 Hours per week
Hourly Employee Rate Range:  $20 - $23 per hour
Summary:   The Office Administrator is an employee of The San Diego Regional East County Chamber of Commerce and reports to the Chamber President/CEO, but works closely with our accountant and other team members. The responsibilities of Bookkeeping include managing day to day accounting functions utilizing QuickBooks Desktop (online possibly in the future) and assisting with HR.  This position will also be responsible for team efforts including working offsite at events and cash handling.  Assisting with answering phones on overflow basis and supporting other Chamber functions as part of a small team of dedicated professionals.  Main responsibilities include daily Accounts Receivables, weekly Accounts payable, semi-monthly Payroll and monthly report generation from QB to excel for Committee meetings.  This position also performs a wide range of administrative and office support activities for the department and/or coordinators, managers, and supervisors to facilitate the efficient operation of the organization.
Objectives of this Role:

• Reports directly to the President & CEO
• Day to Day Accounting Duties/ Bookkeeping
• Assist Accountant with Projects & Reports
• Produce accurate reports
• Works with The Chamber Team to support each department
• Support the maintenance and development of internal tools through technology
• Assist with Membership
• Further knowledge and education regularly through workshops, research, and seminars, and share best practices with the team
• Assists with all departments as needed
• Works with The Chamber Team to support each department
• Support the maintenance and development of internal tools through technology
• Assists with social media and website updating
• Assist with Updating Chamber Master

• Daily
  • In-Box items
  • Manage Accounting e-mail
  • CM Management (Sync task list/activate news)
  • Reconcile online bank to Quick Books Primary CK Register (All Entries)
  • Match Credit Card payments with back-up and posts
  • Create new invoices per requests
  • Tracking cash flow
  • Work with The Chamber Team to ensure Chamber Master is being updated correctly

• Weekly
  • Accounts Payable – Postings and paying bills
  • Track missing receipts
  • Accounts Receivable  - Follow-up on expired/rejected monies (A/R Collections)
  • Reconcile event sign in to actual
  • Prepare Bank Statements
  • Reports – Weekly payments received to membership and events
• Bi-Weekly
  • Payroll Liabilities reconcile back to 0 (Within 5 days of payroll paid)
  • Review Timecards/Calculate Commission  for payroll
• Monthly
  • Accounts Payable – Convert estimates/review reports and review W-9’s
  • Accounts Receivable – Drop members the last day of the month
  • Membership invoicing (35 days prior to due date) – Send statements to all open A/R
  • Reconcile – Cal Bank Visa card and Cal Bank & Trust
  • Reports – All Event and Program P & L’s, Chairman’s Club, CM Dashboard report, donations list for files, membership committee list (New, Dropped, A/R), First Friday Breakfast report & Trade
  • Continually seek and research new sources of data and provide recommendations to the Accountant and the President & CEO
  • Attend trainings when the opportunity presents itself with CEO approval
• Additional Duties:
  • Composes and produces business correspondences, reports and related materials or guides the work of other staff who produce these materials.
  • Reviews and signs materials, as authorized.
  • Edits documents produced by others.
  • Ensures confidentiality and controls access to sensitive information, such as staff personnel files.
  • Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.
  • Serves as an internal resource to administrators or staff on departmental and company procedures.
  • Performs administrative duties associated with scheduling and coordinating meetings and planning events.
  • Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.
  • Oversees office operations.
  • Schedules, assigns and prioritizes workload by setting appropriate deadlines.
  • Main contact for employees and visitors in the Front Lobby.
  • Answer, screen and transfer inbound phone calls
  • Receive and direct visitors and clients
  • General clerical duties including photocopying, fax and mailing
  • Maintain electronic and hard copy filing system
  • Retrieve documents from filing system
  • Handle requests for information and data
  • Resolve administrative problems and inquiries
  • Prepare written responses to routine enquiries
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
  • Prepare agendas for meetings and prepare schedules
  • Record, compile, transcribe and distribute minutes of meetings
  • Open, sort and distribute incoming correspondence
  • Maintain office supply inventories
  • Coordinate maintenance of office equipment
  • Must present a professional appearance and a friendly manner
  • Must be dependable and punctual
  • Be courteous and personable when dealing with the public
  • Be self-directed, willing to take initiative, and detail-oriented
  • Respect and maintain confidentiality of the San Diego Regional East County Chamber of Commerce members, staff, volunteers, partners, and donors
  • Train incoming Volunteers on the phones and administrative duties
  • Understand Chamber Master
  • Excellent communication and presentation skills
  • Proficiency in full Microsoft Office suite, especially with Excel and PowerPoint
  • Professional, Respectful and Trustworthy
  • Assist with newsletter, relocation magazine and other items as needed
  • *The company reserves the right to add or change duties at any time.

• Must present a professional appearance and a friendly manner
• Must be dependable and punctual
• Be courteous and personable when dealing with the public
• Be self-directed, willing to take initiative, and detail-oriented
• Respect and maintain confidentiality of the San Diego East County Chamber of Commerce members, staff, volunteers, partners, and donors
• Computer skills are required
• Understand Chamber Master
• Excellent communication and presentation skills
• Proficiency in full Microsoft Office suite, especially with Excel and PowerPoint
• Professional, Respectful and Trustworthy
• Capable of working with internal and external teams and partners
• Familiarity with event operations
• Ability to work under strict deadline
• Positive outlook
• Excellent work ethic
• Ability to develop community relationships
• Experience in Office environment
• Experienced in data entry, copying, and scanning operations.
• Accuracy and attention to detail
• Demonstrated integrity and ethical standards
• Superior organizational skills
• Able to work independently with some direction
• Must be able to effectively communicate (both verbal and written)
• Capable of following written instructions and documented procedures
• Problem-solving and analytical ability
• Manages time effectively and adapts quickly to changing priorities
• Able to handle difficult situations with diplomacy
• Proficiency in Microsoft Office applications (Excel, Word, Outlook, Publisher).

• Work in a fast-paced environment.
• Must be able to perform Essential Functions in an office environment with adequate lighting and ventilation and a normal range of temperature and noise level.
• Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.
• While performing the functions and duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or hear.
• Occasionally required to walk, use hands and arms to perform repetitive motions, as well as stoop, kneel, or crouch.
• Must be able to occasionally lift and/or move up to 20 lbs.
• Moderate dexterity application of basic skills to use calculator, keyboard, and hand/eye coordination.

• Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.

• Decisions made with general understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.