Administrative assistant

PRIMARY FUNCTION

Supports the Hawaii Farm Bureau by providing basic administrative support duties including word processing, file maintenance/records control, telephone reception and customer service, accounts receivables, and data entry. Some work may require analysis and use of initiative and independent judgment; however, most assignments are specific, well-defined and supervised.  Prepares routine reports or correspondence to support daily operations of the Hawaii Farm Bureau generally, and specifically of the Executive Director.

 

GENERAL DUTIES AND RESPONSIBILITIES

  1. Performs administrative support functions necessary for the operations of the Hawaii Farm Bureau – incoming telephone calls, incoming and outgoing mail, couriers, physical plant (identifying resources for and obtaining competitive bids for facilities and equipment, etc).
  2. Develops and maintains central file system including production, copying, and indexing of central file documents.
  3. Schedules meetings and arranges use of conference rooms and/or outside facilities; arrange for travel, registration to seminars and workshops.
  4. Manages organizational calendar, to include events, meetings, teleconferences, and deadlines.
  5. Maintains member service database and administration of member benefit programs.
  6. Manages accounts receivable and payables for membership and dental premiums.
  7. Draft and prepare simple, non-standard correspondence, transmittals, and reports to internal and external members and customers.
  8. Prepares and executes mail merges, labeling, and posting of correspondence and other printed materials to the membership.
  9. Maintains supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; responsible for the organization of supply cabinet.
  10. Collaborates with other staff to complete administrative tasks required of various projects.

 

MINIMUM QUALIFICATIONS

  1. Requires a high school diploma, or GED (General Educational Development) equivalent. Business college degree preferred.
  2. Minimum two years prior experience in an administrative support position for an established organization exhibiting the skills to work in a fast-paced environment to meet deadlines, able to work through interruptions, and perform multiple tasks throughout the day.
  3. Must possess excellent oral and written communications skills, basic knowledge of accounts receivable process; customer service experience.
  4. Excellent organizational skills and able to multi-task.
  5. Proficient in Microsoft Word, Excel, Access, Quickbooks and Google Calendar.

 

WORKING CONDITIONS

  1. Indoors, air-conditioned office.
  2. Office work requires minimal lifting and moving of boxes, equipment weighing less than 10 pounds.
  3. Weekends as needed for quarterly board meetings and Hawaii State Farm Fair.
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