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Chamber Job Opening

Office Manager

Part Time Position:  24-30 Hours/week

REPORTS TO: Executive Director

Position Summary/Description:

The position will serve as the Office Manager for the Greater Belleville Chamber Commerce.  Office Manager is responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This individual will be committed to excellence in customer service and teamwork.

Skills:

1. Outstanding computer skills, including but not limited to Microsoft Office Suites products including Word, Excel, Power Point and Outlook. Working knowledge of Quick Books is a bonus.

1. Ability to take and transcribe meeting minutes.
2. Ability to compose correspondence and memos, utilizing good grammar and punctuation.
3. Ability to perform multiple tasks under time constraints and with a high degree of accuracy and attention to detail.
4. Ability to solve problems and use sound judgment.  Willingness to ask questions of Executive Director about problems that arise.
5. Excellent customer service skills and the ability to work well with the public.
6. Organizational skills, manage a great deal of information in a concise and organized fashion.
7. Ability to work in a team environment and take on task that may not be your own

Duties:

1. Provides reception services and oversees general area. Keeps front foyer information organized and up to date.
2. Responsible for general office duties, including, but not limited to: answering telephones, directing calls, taking messages, typing correspondence, faxing, and maintaining files.

1. Assist the Executive Director. Maintain confidentiality on all subjects unless otherwise instructed.
2. Assist with execution of Chamber events.

1. Obtain request for purchases of office supplies, furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies budgetary restrictions and Executive Director approval.
2. Supervises the maintenance of office equipment, including copier, fax machine, phones, etc.
3. Assist Chamber committees with events and fundraising efforts.
4. Process and maintain vendor databases for Chili Cook-off, Back to School Fun Fair and other Chamber events
5. Maintains the calendar of meetings and events for the Chamber.
6. Sends all committee meeting notices for
   1. Ambassadors
   2. Education Committee
   3. Government Affairs Committee
   4. PR/Marketing Committee
   5. Belle-Scott Committee when planned by the Chamber and Belle-Scott Civilian Chairman
   6. Leadership Belleville Committee
   7. Scott Field Heritage Airpark Board of Directors
7. Takes minutes and prepares final copy of minutes and agendas for:
   1. Board of Directors
   2. Leadership Belleville Committee
8. Prepares and sends all dropped member letters.
9. Processes daily mail, either distributing to the appropriate person or answering as appropriate.
10. Handles inquiries regarding relocation packages and other Chamber related services and forwards any necessary information requested (some materials may require a fee.) 
11. Supervises the maintenance of office areas, as well as layout, arrangement and housekeeping of office facilities.
12. Keeps record of and tracks reservations for all Chamber and Belle-Scott events.
13. Maintain meeting and donation records for Heritage Air Park; schedule and communicate meeting information to members. Process all correspondence for board.
14. Other duties as assigned.