Business Highlights

 

Cedar City Area Chamber of Commerce

Job Description

 

Position:          OFFICE MANAGER

Employee Status:  EXEMPT

 

GENERAL PURPOSE:

·         Perform a variety of duties related to managing the office of the Cedar City Area Chamber of Commerce including answering the phone, filing, data entry, payroll, deductions and quarterly taxes; supervision duties of coordinating volunteer staff to operate the Visitor Center; provide administrative support including preparing correspondence, arranging conference calls/meetings, scheduling meetings, distributing Chamber member information materials, and assisting the Executive Director with preparing and distributing Chamber promotional materials; and financial duties in maintaining Chamber financial records, recording and depositing Chamber funds, and maintaining Chamber membership records.

 

REPORTING RELATIONSHIP:

This person is under the supervision of the Executive Director and takes direction from the Executive Director.

 

DUTIES INCLUDE:

·         Ensure that a welcoming office appearance is maintained that projects a positive professional image.

·         Answer the phone and greet visitors/guests and direct them to the appropriate person or office.

·         Order office supplies as needed.

·         Sort, stamp and distribute mail as appropriate.

·         Supervise/coordinate the volunteers working in the Visitor Center/Chamber of Commerce greeting center.  Coordinate training of the volunteers with the Executive Director and Iron County Tourism and Convention Bureau.

·         Maintain the Chamber of Commerce’s financial books to include, but not limited to:

a.                   Receive, record and account for all income – cash and checks.

b.                  In cooperation with the Iron County Tourism and Convention Bureau, fiscally manage the cash receipts/cash register for the Visitor Center Store.

c.                   Collect monies at monthly Chamber and WIBCO luncheons, and other assigned Chamber functions.

d.                  Make daily bank deposits when appropriate.

e.                   Prepare bills and invoices for payment with all bills approved by the Executive Director before payment is made.

f.                   File all income and expenditure invoices/statements, including in-kind contributions.

g.                  Prepare a detailed monthly, quarterly and annual income/expenditure report for the Executive Director’s use in managing the Chamber of Commerce’s annual budget.

h.                  Other duties as assigned.

·         Responsible for maintaining an accurate current membership and previous members database:

a.                   Prepare once-a-month update membership directory for use by staff, Visitor Center, board, and Chamber members.

b.                  Keep a database of previous members for use by Executive Director in recruiting them to rejoin the Chamber of Commerce.

c.                   Enter appropriate membership data into the Chamber of Commerce’s website features.

·         Provide administrative support for member services including, but not limited to:

a.                   Faxing, mailing, e-mailing information to Chamber members, including e-mailing referral/prospect lists to participating Chamber members.

b.                  Assist the Executive Director with the monthly newsletter and other Chamber of Commerce publications.

c.                   Prepare and mail membership due invoices, appreciation letters, past due reminders and thank you letters.

d.                  Create and maintain, for the Executive Director, and accurate listing of all members that are delinquent on membership dues.

·         In a timely manner see that all tax reports are filed and make necessary tax deposits as follows:

            Monthly

a.                   Complete monthly IRS recap sheet.

b.                  On or before the 15^th of the each month, make IRS deposit on prior month taxes.

Quarterly – On or before the 15^th day of the month following each quarter end, see that the following are completed.:

a.                   File State Tax Withholding report and payment to the Utah State Tax Commission.

b.                  File State Unemployment Security report and payment to the Utah Department of Employment Security.

c.                   File Retail Sales Tax report and payment to the Utah State Tax Commission.

d.                  File Insurance Premium report and payment to Workers Compensation Fund of Utah.

Oversee the completion of the following:

a.                   FUTA Form 940-EZ

b.                  Form W-2

c.                   Form W-3

·         Relocation Information Packets

a.                   Design a sample relocation packet for volunteers to copy as the volunteers

b.                  Assemble relocation packets on a weekly basis for mailing.

c.                   Mail relocation packets once a week.

d.                  Prepare and e-mail referral/prospect list to e-mail to participating Chamber members.

e.                   Enter inquiry information into database for statistical reports and future use.

·         Membership Recruitment/Retention

a.                   Prepare new member welcome kits

b.                  Send Membership Committee Chair a list of new members as they join, a copy of Cedar City’s monthly business license list, and renewing members.

c.                   Gather new member information including a business description from each new member.

d.                  Prepare new member and renewing member list and photos for monthly newsletter, entry on Chamber of Commerce’s website and submission to the Spectrum Daily News.

e.                   Direct prospective new members to the Executive Director.

·         Record keeping and Chamber meeting notifications, including, but not limited to:

a.                   Taking minutes at board meetings and distributing meeting minute documents afterward.

b.                  Assisting the Executive Director and Board President in preparing board meeting agendas.

c.                   Notify board members of upcoming meetings and distribute board meeting agendas prior to the meeting.

d.                  Assist when assigned by the Executive Director or Chamber Board of Directors with Chamber project committees, such as Chamber Career Fair, Chamber Annual Banquet, Chamber Golf Tournament, Utah Summer Games and Western Arts Festival.

·         Perform other related duties as assigned by the Executive Director and Chamber Board of Directors.

 

DESIRED QUALIFICATIONS:

 

Education:

College level training in clerical, accounting, database systems, and business management and/or two years related work experience.

 

Knowledge of:

Proficient knowledge of administrative and clerical procedures and systems, such as desktop publishing, database and data entry systems, internet/website/e-mailing systems, filing and records management systems, payroll and tax reporting procedures, and other office procedures and terminology.

 

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

 

Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

 

Skills in:

Public Relations.

Various keyboard systems performing desktop publishing, computerized file management, data base use, and spread sheet generation.

The use of Microsoft Word, Excel, Access, Outlook, Quickbooks, and other office management computer software programs.

Entering data into data base systems and Chamber website.

 

Ability to:

Communicate effectively verbally and in written form.

Follow verbal and written directions.

Make basic decisions along with established guidelines.

Work independently in the absence of supervision.

Develop and maintain effective working relationships with supervisors, co-workers, Chamber Board and its committee members, Chamber members and the public.