Administrative Assistant – Part Time (Five (5) Hours/Day; Four Days/Week)

Part Time (Five (5) Hours/Day; Four Days/Week)

BASIC FUNCTION:
The administrative assistant will provide comprehensive administrative support to ensure the efficient operation of the office. This role involves handling a wide range of tasks, from assisting with data keeping to assisting with coordinating meetings and events. The ideal candidate will be detail-oriented, proactive, and able to handle multiple responsibilities with professionalism.
SPECIFIC RESPONSIBILITIES:
1.
Telephone, E-Mail and Fax Responsibilities: Answering telephone and emails promptly and courteously, handling and or directing these communications to appropriate staff members, setting up telephone conference calls and mass messaging and effective use of office computer network.
2.
Mail and Shipping Responsibilities: Receives mail from the Post Office, processes all incoming and outgoing mail, directs incoming mail to appropriate staff members or location, maintains postage machine, maintains records and billing for all postage and shipping accounts for the association, handles packaging and shipping of office related packages and envelopes.
3.
Appointments, Calendar and Meeting Activities: Help organize and maintain calendar of events, appointments and meetings, locate meeting sites and arranges meetings including travel, hotel rooms, catering and meeting space, organize and disseminates meeting information and response, responsible for meeting pre-registration and on-site registration, credentials, and collecting fees, maintains files and organizes follow-up reports for meetings.
4.
Communications Activities: Assist with written, electronic and telephone communications with members and clients on membership, advertising, sponsorships and other program activities including e-mails, letters, calls etc. as directed.
5.
Operate and maintain supplies for office equipment and machines, including copier, fax machine, desktop and laptop computers, computer printers, telephones and intercom system.
6.
Create and maintain hard copy files systemically and routinely.
7.
Work with Bookkeeper and Accountants to maintain accounts payable and accounts receivable, including collecting mailed and electronic statements and invoices and preparing these to be posted and paid; preparing and mailing invoices for accounts receivable; preparing checks to be signed; preparing deposits and account transfers; handling and tracking credit card purchases and refunds; and helping maintain financial receipts and records as directed.
8.
Operating and maintaining digital databases including entering and retrieving data in membership records and mailing list, preparing data queries, reports and mail merges, printing addresses and
TPPA Job Description – Administrative Assistant
mailing labels, preparing and sending group e
-mail communications and securing database information.
9.
Responsible for handling payment transactions and the completing of orders involving the purchase of goods and services offered by the association, including cash, checks and credit card purchases in person, in the mail and on the Internet.
10.
Ordering and arrange shipment of promotional material and supplies.
11.
Help structure and maintain office organization including record files and filing system, document storage and other historical records.
12.
Performs other duties as assigned by State Executive and the Director of Youth and Communications.

INTERNAL RELATIONSHIPS:
Reports to the State Executive and will assist both the State Executive and the Director of Youth and Communications in program areas involving job responsibilities as outlined above or as directed by the State Executive.
EXTERNAL RELATIONSHIPS:
Has communication with members, committee members, Board of Directors, guests, associates and other business contacts of the association as directed.
TRAVEL REQUIREMENTS:
1.
Limited travel is required. Primary travel would be in and around the Lubbock area. Po ential travel to annual conference within Texas for two days and nights. Other travel may be necessary to participate in skill training programs for job performance, this would not be often.
SKILL REQUIREMENTS:
1.
Effective use of Microsoft Office XP including Word, Access, Excel, PowerPoint, Internet Explorer and the ability to learn new programs with appropriate training that may be used by the Association.
2.
Effective use of Google including Sheets, Calendar, and Slides.
3.
Ability to communicate effectively and professionally in the English language, in both verbal and written form.
4.
Minimum education of a high school graduate or graduate equivalent.
PERSONAL REQUIREMENTS:
1.
Maintain a cooperative and productive attitude in fulfilling job responsibilities.
2.
Perform job responsibilities during the required work day schedule and is timely and effective in completing tasks.
3.
Maintain appropriate personal appearance for business office.