| This part-time position manages organizational, administrative, scheduling, communication, and bookkeeping functions to ensure the smooth operation and continuity of the office, promote CPRA in selected venues, and enable the Executive Director (ED) to focus on executive level responsibilities. Under direction from the ED, this person is a self-starter who works independently, takes initiative to anticipate and resolve problems, provides excellent customer service and develops and maintains office management systems.
This position is a key part of a small staff where hard work and respect for others is valued. Energy, enthusiasm, resourcefulness, problem solving, high quality work, and fiscal prudence are critical. Team skills, strong ethics, personal integrity, and respect for diversity are required.
This position will require the ability to travel overnight, for multiple nights, to the annual CPRA conference.
Responsibilities
Memberships
•Responds to membership inquiries •Processes membership renewals and new member applications •Sell membership benefits to potential members
Communications
•Creates and administers a system for scheduling office communications. •Generates communications plans to include draft messages for website and social media. Execute plan with Executive Director approval. •Reviews website daily to ensure accuracy and consistent graphic design. •Reviews, prepares content for and makes updates to CPRA’s website, based on upcoming CPRA activities and events to ensure that it is current and accurate. •Interfaces with website provider to resolve problems and make website changes. •Schedules, prepares copy, designs and sends a range of approved messages. •Places orders for various printed pieces, tracks completion and delivery, maintains files for future use.
General Administrative Support and Scheduling
•Answers phone, receives and processes mail, responds appropriately to requests. •Receives and processes multiple E-mail accounts. •Provides outstanding customer service. •Maintains supply of commonly used office materials for smooth office operation. •Uses appropriate purchasing methods. •Maintains online and paper organization files and archives. •Maintains familiarity with CPRA Website to include the review or update content on a regular basis. •Provides administrative support for CPRA Webinars. •Provides administrative support to ED in the form of data mining and creation of data reports.
Accounting and Budgeting
•Maintains familiarity with financial policies and procedures and updates as needed. •Verifies appropriateness of expenditures and follows all financial policies. •Maintains complete and accurate files for accounts payable and receivable. •Creates invoices, receives payment for invoices, prepares bank deposits, and provides supporting documentation to accountant. •Prepare monthly and quarterly membership reports. •Maintains familiarity with budget to support accounting duties.
Skills, Abilities and Experience
•Excellent customer service and interpersonal skills. •Strong problem solving skills. •Excellent multitasking skills. •Strong planning, organizational, time and project management skills and experience. •Excellent oral and written communications skills, including the ability to write reports and business correspondence. •Knowledge of basic accounting including the ability to develop and utilize spreadsheets and financial reports. •Able to read relevant reports and summarize for use by CPRA members. •Ability to write, edit and lay out various web and social networking communications. •Knowledge and understanding of basic print and online graphic design principles. •Understanding of social media platforms. •Mature judgment and discretion in dealing with sensitive issues. •Proficiency with MS Word, Excel, PowerPoint, Survey Monkey and Constant Contact. Experience with Yourmembership.com and Higher Logic preferred. •Familiar with a variety of social networking platforms: Facebook, Twitter, Instagram, and LinkedIn •Knowledge of and understanding of databases |
