Job description

About us

Encinitas Chamber of Commerce is a company in Encinitas, CA 92024. We are collaborative, inclusive, social and our goal is to Be the #1 resource for empowering regional businesses toward success.

Our work environment includes:

• Casual work attire
• Safe work environment
• Relaxed atmosphere
• Regular social events
• On-the-job training

Administrative Assistant & Bookkeeper

Encinitas Chamber of Commerce – Encinitas, CA

POSITION OVERVIEW:

We are looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner to the CEO and staff. This person will handle the bookkeeper duties as well. You will need to have strong working knowledge of Quickbooks Online, CRM programs, and office suite.

You must take the 2-tests provided by indeed before you will be considered.

RESPONSIBILITIES:

• General administrative support: open/close office daily, handle mail, answer phones, filing, ordering/maintaining office and event supplies,
• Assist the CEO with scheduling meetings & managing CEO’s calendar
• Make bank deposits
• Assist in distributing general correspondence as needed (City, Board, etc)
• Bookkeeping tasks: invoicing, accounts receivable, accounts payable, and reconciliation with Bank account in QuickBooks online
• Coordinate activities of Human Resource services as directed by CEO
• Assist in the preparation of Board meeting agenda and correspondences with the BOD
• Prepare and disseminate approved Board policies and procedures
• Take minutes of staff meetings
• Maintain confidential records and provide timely reports as needed
• Process and sign paperwork for Certification of Origin for members & guests
• Maintain petty cash on hand for recurring cash needs
• Any tasks necessary to assist the ECC team
• Run errands as needed
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases
• Operate office equipment, such as computers, fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Oversee the general maintenance of the Visitor Center, its equipment, and surrounding areas
• Maintain a working knowledge of Encinitas tourism inventory including accommodations, retail, restaurants, attractions, events, exhibits, and related tourist services available
• Keep Visitor Center racks stocked with brochures and flyers, keeping inventory, and reaching out to businesses to replenish supplies
• Provide assistance to travelers regarding planning routes, locating lodging, and other attractions in the area that may be of interest
• Respond to Visitor Center inquiry emails, calls and correspondence
• Represent the Encinitas Visitor Center at various events, community functions and meetings
• Attract additional local visitors, resulting in additional revenues for local business and government
• Write and produce brochures, newsletter, promotional announcements, and other material as needed
• Distribute Visitor & Dining Guide and Street maps to member businesses (hotels/hospitality/accommodations)
• Assist with marketing and administrative duties for Chamber Events

REQUIREMENTS:

Implement the vision and mission of ECC

Ability to work in office Monday through Friday from 8:30-5:00pm

Ability to work independently and without supervision, and complete work in an efficient manner

Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position

Full comprehension of office management systems and procedures

Exemplary planning and time management skills

Ability to react to change and frequent interruptions in a productive and positive manner, meeting deadlines as assigned

Ability to support the functions of ECC and its staff

Ability to perform other tasks and assume other responsibilities as assigned by the CEO

Excellent organizational, written, and verbal communication skills

Proficient using PC & Mac systems and Microsoft Office

Proficient in QuickBooks Online

Knowledge of Dropbox a plus

Knowledge of CRM program (Chamber Master)

Ability to communicate and work effectively and constructively with members, staff and community

Ability to lift and haul up to 15lbs

Employment Status:

Full-Time: 40 Hours Per Week, Non-exempt

Accountability: This position reports directly to the CEO of the Encinitas Chamber of Commerce

Paid Vacation and Holidays; no health benefits offered at this time

At Will Employment: Employment with the Encinitas Chamber is considered at will. This means that both employees and the Chamber have the right to terminate employment at any time, with or without advance notice, and with or without cause.

Job Types: Full-time

Pay: $19.00 - $21.00 per hour'
'
Work Remotely

• No

Job Type: Part-time

Pay: $19.00 - $21.00 per hour

Benefits:

• Paid time off

Schedule:

• 4 hour shift
• Monday to Friday

Ability to commute/relocate:

• Encinitas, CA 92024: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• QuickBooks: 2 years (Preferred)
• Microsoft Excel: 2 years (Preferred)

Work Location: In person

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