Administrative Coordinator

Job Description

Job Description

Oregon Society of CPAs is a statewide not-for-profit professional membership association located in Beaverton, Oregon. If you are organized, detail-oriented, able to manage a variety of tasks to meet deadlines, and enjoy working with people, an association career may be right for you.

Essential Job Functions: Supports the President/CEO to implement Society and Executive Office goals and OSCPA Strategic Plan.

Front Office & Daily Support

· Serves as part of the front-office team to greet and receive members and guests.

· Responds to in-person, phone, and email inquiries and directs inquiries to appropriate staff.

· Handles Find-a-CPA inquiries.

· Completes daily activities, responsibilities, and reminder dates.

Administrative

· Provides administrative support on Executive Office projects and activities

· Provides administrative support and meeting facilitation for the OSCPA Board of Directors, including:

• Works on production of meeting agenda, minutes, and other handouts
• Gathers input from staff to produce management report and strategic plan report

· Provides administrative support and meeting facilitation for the OSCPA Group Health Trust, including:

• Works on production of meeting agenda, minutes, and other handouts plus annual Trustee ballot
• Gathers and prepares information from broker

· Provides administrative support and meeting facilitation for the Professional Conduct (Ethics) Committee, and the Taxation Strategic Committee, and elsewhere as needed

· Implementation of new fiscal year start-up activities related to boards, chapters, committees, incoming leaders, and volunteers; coordinates annual committee rollover process

· Processes volunteer committee appointments, renewals, and resignations throughout the year

· Responsible for OSCPA meeting scheduling to include entering meetings in the database, the Master Schedule of Events and the OSCPA Center Outlook calendar. Assigns meeting rooms as well as Zoom accounts, etc.

· Responsible for preparing and sending meeting notices, monitoring RSVPs, and maintaining meeting attendance records, etc.

· Opens and distributes daily mail

· Coordinates mailings with internal staff or outside vendors

· Provides backup administrative support for membership processing and activities and to The OSCPA Educational Foundation.

Legislative

· Supports the Executive Office to execute OSCPA legislative strategies

· Works with President/CEO to maintain an accurate database of legislator and key contacts

· Completes legislative bill tracking and monitoring, including volunteer comments and recommendations related to proposed legislation; communicates with committee and legislative counsel support staff

· Completes development of annual Reconnect document, including outreach to vendor Bloomberg

· Works with colleagues and Taxation Legislative Analysis Subcommittee to coordinate the compilation, production, and distribution of legislative reports and publications

Event Planning, Catering, and Coordination

· Completes planning, onsite logistics, and hospitality for the annual Strategic Leadership Forum (SLF) & Annual Meeting

· Coordinates catering arrangements and guarantees, facilities and setups for on-site meetings and member events at the OSCPA Center.

· Works with CEO to coordinate the local chapters annual budget process; assists chapter leaders with event planning and promotions; may attend chapter events

· Provides back-up support for meeting logistics, registration desk, and hospitality at select events

Other

· Perform other duties and responsibilities as assigned

Required Skills for all Functional Areas (Core Competencies):

· Administrative Skills

· Attention to Detail

· Customer Service (internal and external)

· Database Experience & Comprehension

· Deadline-oriented

· Initiative/Innovation

· Organizational Skills

· OSCPA Stewardship

· Problem-solving

· Microsoft 365 (Word, Outlook, Excel, PowerPoint, Access)

· Project Planning

· Proofreading

· Team Collaboration

· Understanding the Customer

· Works Independently

· Written & Oral Business Communication

Specific Skills for this Position:

· Excellent administrative skills

· Outlook calendar and task management

· Expert user in Microsoft Word

· Marketing

· Meeting planning & Facilitation

· Writing/Editing/Grammatical skills

· Budgeting & Job Costing

· Decision-making

Physical and Perceptual Demands:

· This position is not required to exert significant physical effort on a routine basis.

· Visual demands of this position are within the normal range of requirements.

· This position is not exposed to adverse environmental conditions on a routine basis.

Education and Experience Requirements:

· Requires high school diploma – college degree preferred. Experience may substitute for some education.

· Requires minimum of 2 years’ related experience. Association or not-for-profit experience preferred.

Travel Requirements:

· Local and some in-state travel will be required for meetings, member events, and other OSCPA activities.