Administrative Assistant

Provides administrative support to the Association, including: answering and routing all incoming phone calls; acting as a receptionist for visitors; maintaining the SHBA calendar; and performing all administrative/clerical duties as directed by the Office Manager and Executive Officer.

Serves as the primary staff person in answering incoming calls promptly and courteously, providing assistance to callers, forwarding calls to proper individuals/organizations and taking complete and accurate messages.

Greets visitors in a pleasant, business-like manner and assists with questions or problems or directs them to the appropriate staff.

Answers information requests from the public or directs them to the appropriate staff member or agency that can answer their questions.

Keeps the reception area, common work area, conference room and kitchen organized, well supplied, clean and neat. Responsible for checking common break room and bathrooms in the building for supplies and needs.

Maintains all office supplies including a list of office supply needs and orders supplies as needed. Contacts service personnel as necessary for office equipment repair and maintenance.

Assists with operation of Association’s events, including but not limited to membership meetings, Fall Festival of Homes, etc.

Prepares material and food ordering/delivery for Association committees as directed by staff. 

Provide support to the Executive Officer in preparation for Board of Director meetings and activities to include preparing meeting packets and arranging travel.

Sorts incoming mail for distribution to appropriate staff members and ensures outgoing mail is either picked up or delivered to the post office.

Process and forward incoming checks to the Office Manager for review.  After checks have been posted, take checks to the bank for deposit.

Process RSVP’s and credit card payments for all events.

Maintains and updates monthly Association calendar in-house and online.                                                                                                           

Makes outgoing phone calls to members to inform them of upcoming events or opportunities.

Is responsible for proofing the Annual Resource Guide.

Processes outgoing mailings to members and supports the Membership Director in distributing new member packets. 

Assists the Office Manager and Executive Officer in their daily duties (Scheduling appointments, taking notes at meetings, purchasing staff & member recognition gifts, etc.).

Performs other duties as apparent or directed by the Office Manager and Executive Officer of the Association.

• High School Diploma
• One or more years of experience in an office setting
• Competency with the various functions of the Microsoft Office Suite to include database input