Position: Office Administrator (Full-Time)
Employer: Hopkins County Chamber of Commerce
The Hopkins County Chamber of Commerce, a member-driven non-profit organization, advances the business and community interest of the area through advocacy, member services and community enhancement. Our mission is to make our community an increasingly better place to work, live and conduct business! We are seeking a highly organized and detail-oriented Office Administrator to join our team and contribute to the smooth operation of our office and events.
- Answer incoming telephone calls and direct them appropriately.
- Greet and assist visitors in a friendly and professional manner.
- Open and process incoming mail, distributing it to the appropriate recipients.
- Post payments received through various channels, including mail, in-person transactions, and credit card payments via phone.
- Manage the payment process for bills and vendors, including correspondence when necessary.
- Maintain an efficient and organized records and filing system.
- Prepare books for bank reconciliation, including input of any online payments.
- Collaborate with the bookkeeper to maintain accurate financial records and accountability.
- Monitor the aging report and send follow-up invoices and letters as needed.
- Coordinate catering for various meetings and events, ensuring a smooth process.
- Prepare quarterly and annual tax reports, including 940, 941, 1099, and documents for separate 990 preparation.
- Maintain the cleanliness and organization of the office and workstations.
- Gather requested materials, such as relocation packets and community information packets.
- Proofread printed materials for bulk mailing, directories, and other communication materials.
- Run errands to post offices, stores, and other locations as required.
- Ensure a steady supply of office materials by ordering supplies before depletion.
- Collect receipts for all payment records and credit card transactions.
- Prepare certificates of origin as needed.
- Generate and print labels and mailing lists for customers.
- High school diploma or equivalent.
- Proficiency in Intuit QuickBooks strongly preferred.
- Previous experience in office administration, bookkeeping, or a related field preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal abilities.
- Ability to manage multiple tasks and deadlines effectively.
- Knowledge of basic financial practices and record-keeping.
- Flexibility to handle varied responsibilities and adapt to changing priorities.
- Strong problem-solving skills and a proactive attitude.
Interested candidates may email their resumes to [email protected].