The Office Administrator is responsible for ensuring the smooth and efficient operation of the office, managing administrative tasks, and providing support to staff and members.

Job Responsibilities for Office
• Maintains the office supply inventory/ordering.
• Ensures office equipment is functioning properly and arranges for necessary repairs.
• Manages facilities & vendor contracts
• Scans and stores check stubs, invoices, and accounts receivable documents in Docuware
• Enters quarterly donations and contributions into the state government ethics portal
• Assists with Political Action Fund management (letters, contributions, lists)
• Manages postage meter (Stamps.com) and office mailings
• Monitors entrance, answer phone calls, open and distribute the mail daily
• Follows process to prepare & distribute monthly RLI checks
• Assists with data entry, printing, scanning and other administrative tasks as needed.

Job Responsibilities for Education/Events:
• Maintains attendee records and makes updates/changes as needed.
• Pulls and organizes event reports/lists
• Compares, organizes, and sorts lists in excel for marketing purposes.
• Coordinates use and preparation of Training Room for meetings held at the IIABSC offices including purchasing items for breaks/lunches.
• Packing/Unpacking as well as Inventory and ordering of course/event materials.

Job Responsibilities for Membership/Agency:
• Maintains member records, committees/ mailing lists and makes updates/changes as needed.
• Pulls/Prepares/Organizes reports and/or lists by deadlines and upon request.
• Assists with member/partner renewal prep & processing including any/all updates as required
• Manages and monitors member/partner billing including preparation of invoices as needed & follow-up with monthly payers and past due invoices
• Assists with preparation, distribution and inventory/ordering of any branded marketing materials.
• Assists with follow-up and response to member inquiries and/or requests for information (website links, member listings, benefits and services, login/Member Hub info, etc.)

Job Responsibilities for Foundation:
• Assists President and Trustees in administration of Foundation

Knowledge, Skills & Abilities:
Must possess excellent oral and written communication skills. Must be able to work independently, coordinate and prioritize job activities without daily supervision. Must be detail oriented, well organized and able to handle multiple projects concurrently to meet the deadlines. Should be proficient in Microsoft Office products: Word, Excel, Teams, and Outlook. Should be knowledgeable and comfortable with Adobe, Google Docs, as well as spreadsheets/formulas/organizing reports due to the high level of data entry and data management required. Other preferred skills, not necessarily required, include experience with office management, databases and website editing.