DATE OF POSTING:

December 16, 2019

DATE TO BE FILLED:

Immediately

POSITION:

Office Administrator, Full-Time

SALARY:

$38,000 - $45,000 (based upon experience)

BENEFITS:

Healthcare, Paid vacations, 401(k) Employer Contributions, Flextime, Business Mileage Reimbursement

JOB OVERVIEW:

TMACC seeks a creative, reliable and well-organized Office Administrator to manage the general daily office operations of our customer-oriented association. The Office Administrator must be an initiator and communicator who has strong organizational, problem-solving and strategic-thinking abilities as well as meticulous attention to detail. With a small staff, the candidate must be friendly and willing to “roll up their sleeves” in a team environment to enable the organization to achieve its mission. This is a full-time position, approximately 37.5 hours per week and provides opportunities flexible hours.

RESPONSIBILITIES:

The Office Administrator will be responsible for, but not limited to:

• Overseeing the day-to-day activities of the TMACC office as the main point of contact.

• Managing office efficiency by maintaining the appearance of common areas, organizing office operations and procedures, managing correspondence, managing filing systems, reviewing and approving supplies and equipment requisitions.

• Preparing and managing monthly grant invoicing and reporting required by grants or contracts.

• Managing the CRM database.

• Managing of memberships, sponsorships and advertising including the invoicing and communications.

• Directing administrative supports as needed, including the management of time sheets for payroll and grant reporting, scheduling appointments, meetings, and events, booking travel, and mailing and shipping packages.

• Booking and managing off-site activities like educational programs, membership meetings, special events and conferences.

• Managing communications with Board of Director including minutes preparation.

• Managing office supply, equipment, and facility management vendors.

• Typing letters, proposals, reports, minutes, notes, and forms from written drafts, dictation and/or outlines by Executive Director and Managers – proofreading and often exercising individual judgment to ensure correct format, spelling and punctuation.

• Assisting in managing project-related documentation, including grant submittals.

• Performing any other duties that may be requested and able to work pre-approved overtime when needed.

REPORTING:

This position reports directly to the Executive Director

REQUIREMENTS:

• Knowledge of office administrator responsibilities, systems and procedures

• Strong time-management, people skills, flexibility, and ability to multi-task

• Proficiency in MS Office (MS Word, Excel and Outlook, in particular)

• Attention to detail and problem-solving skills

• Advanced proficiency in business English, grammatical, vocabulary and proofreading skills, and ability to apply these in office practice

• Ability to interface effectively and professionally, verbally and in writing, and to make decisions based upon information obtained through same

• Personable and professional appearance at all times due to the high level of interaction with external visitors

• Proven experience as an Office manager, Front office manager or Administrative assistant

• High school diploma, GED, or equivalent

• 3+ years of office management experience

• Ability to be mobile

• Flexibility for occasional early morning, evening and weekend availability

• Ability to lift 30 lbs

• Valid PA driver’s license is required

PREFERRED QUALIFICATIONS:

• Bachelor's degree or equivalent

• Writing and speaking in Spanish is a plus

• Experience in utilizing internal filing and database systems

APPLICATION INSTRUCTIONS:

Application open until filled. 

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Send cover letter and resume to:

Transportation Management Association of Chester County

Attn: OA Application

7 Great Valley Parkway, Suite 144

Malvern, PA 19355

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Or

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Email cover letter and resume to betty@tmacc.org. A confirmation will be sent next business day.