Position: Administrative Assistant/Receptionist
Direct Supervisor: Association Executive(AE)/CEO
FLSA Status: Non Exempt
Creation/Revision: 10/2023

Summary: Under the direction of the Association Executive/CEO and in accordance with the Association’s policies/procedures, subject to Association Bylaws and resolutions of the Board of Directors. The Administrative Assistant/Receptionist provides customer service/public relations and acts as information agent to members, volunteers, elected leadership, affiliates, staff, and the general public. Engages in a variety of duties and responsibilities that address the needs of members of the Association.

I. Essential Duties and Responsibilities: These essential duties and responsibilities are not intended to be and should not be construed as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties or to assign other duties as necessary.

o Accurately and in a timely fashion, processes all member transactions including new applications, office transfers, terminations, reactivations, and other relevant member changes.
o Answer incoming phone calls in a timely manner and with professionalism and direct unanswerable questions to the appropriate staff/office.
o Communicate and deliver information about billing to members.
o Assist the AE as needed with daily Association duties.
o Identify, clarify, and resolve member problems, issues, and concerns.
o Enter new member orientation completions within the Bylaws and MLS Rules and Regulations for compliance.
o Perform courtesy calls when necessary and/or requested for billing, membership requirements, and other calls as requested by Association Executive/CEO.
o Ensure accurate and timely input of member and office information changes, payments, events, and member reactivations.
o Electronic Lockbox inventory (check-outs and returns) including annual reconciliation.
o Clerical duties, filing, copies, data entry, etc. as assigned.
o Assist Association Executive/CEO with event planning & coordination and continuing education planning & coordination, as directed.
o Keep office supplies stocked and organized.
o Ensure the Association office is clean and comfortable for members and visitors.
o Other duties as assigned.

II. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/ Experience: A high school diploma or GED equivalent required. Minimum two (2) year professional experience in data entry, in a call center environment as a customer service representative, retail customer service or general customer service environment required.

Language Ability: Ability to read and interpret documents such as industry briefings, contracts, letters of agreement and procedures manuals. Ability to write in-depth reports and correspondence. Ability to speak effectively before groups of members or employees of the organization.

Math Ability: Ability to calculate figures and amounts such as discounts, interest, and percentages, and analyze them.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables. Ability to think creatively and speak thoughtfully under pressure.

Computer Skills: Must possess the ability to type 30 wpm without errors. Functional knowledge of word processing software such as Microsoft Word, spreadsheet software such as Microsoft Excel, calendaring software such as Microsoft Outlook, accounting software such as QuickBooks.

III. Supervisory Responsibilities: This position has no supervisory responsibilities.

IV. Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee regularly sits, stands, walks, kneels, and other ambulatory functions; uses fine motor skills; uses auditory, and visual senses. The employee may be required to frequently lift a maximum of 35 pounds.

V. Behavioral and/or Emotional Requirements: The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may regularly be required to multi-task, performing two or more tasks simultaneously, for example, handle a difficult member issue, calculate amounts owed, and respond to incoming calls. Employees are required to self-regulate their emotions and behaviors in order to respond to members/customers, volunteers, affiliates, board members and/or coworkers in a calm, professional manner.