CAREERS
Office Administrator
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:
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Overseeing the day-to-day activities of the TMACC office as the main point of contact.
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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.
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Preparing and managing monthly grant invoicing and reporting required by grants or contracts.
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Managing the CRM database.
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Managing of memberships, sponsorships and advertising including the invoicing and communications.
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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.
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Booking and managing off-site activities like educational programs, membership meetings, special events and conferences.
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Managing communications with Board of Director including minutes preparation.
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Managing office supply, equipment, and facility management vendors.
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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.
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Assisting in managing project-related documentation, including grant submittals.
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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:
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Knowledge of office administrator responsibilities, systems and procedures
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Strong time-management, people skills, flexibility, and ability to multi-task
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Proficiency in MS Office (MS Word, Excel and Outlook, in particular)
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Attention to detail and problem-solving skills
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Advanced proficiency in business English, grammatical, vocabulary and proofreading skills, and ability to apply these in office practice
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Ability to interface effectively and professionally, verbally and in writing, and to make decisions based upon information obtained through same
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Personable and professional appearance at all times due to the high level of interaction with external visitors
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Proven experience as an Office manager, Front office manager or Administrative assistant
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High school diploma, GED, or equivalent
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3+ years of office management experience
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Ability to be mobile
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Flexibility for occasional early morning, evening and weekend availability
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Ability to lift 30 lbs
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Valid PA driver’s license is required
PREFERRED QUALIFICATIONS:
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Bachelor's degree or equivalent
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Writing and speaking in Spanish is a plus
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Experience in utilizing internal filing and database systems
APPLICATION INSTRUCTIONS:
Application open until filled.
Send cover letter and resume to:
Transportation Management Association of Chester County
Attn: OA Application
7 Great Valley Parkway, Suite 144
Malvern, PA 19355
Or
Email cover letter and resume to betty@tmacc.org. A confirmation will be sent next business day.