Office Generalist

TITLE: Office Generalist, National Lieutenant Governors Association (NLGA)

FLSA DESIGNATION: Exempt

REPORTS TO: Executive Director, National Lieutenant Governors Association (NLGA)

JOB TYPE: Full-time

LOCATION: Northern Kentucky/Cincinnati Metropolitan Area (Office in Covington, KY) (may negotiate limited telecommuting)

DUTIES & RESPONSIBILITIES

The Office Generalist is tasked with helping support the smooth operation of the organization on a full-time basis. Utmost professionalism, discernment, non-partisanship, and confidentiality. Multitasker. A jack-of-all-trades excited to learn new skills, keep abreast of technology, and be accountable.  

This role will provide full-time, daily support and service to co-workers, Members, and member staff for the exceptional, efficient, and effective performance of the enterprises of the Association.

Office Work (60%)

• Provide quality, professional administrative support to a national association, its office and team.
• Ability and willingness to cross-train for duties of other team roles and be a team player.
• Bookkeeping and financial support: Process and reconcile all aspects of Accounts Receivable and Accounts Payable using QuickBooks; Prepare needed items for the annual audit and work with auditors; Prepare annual IRS required tax items, including W2s and W9s; Process check requests, pay invoices, process expense reimbursements; Reconcile all financial information regularly, monthly, and yearly and follow NLGA accounting practices; Print and file financial and other documents; Ability to log online, print budget reports, and then reconcile weekly, monthly, and yearly reports; Reconcile and manage credit cards, including immediate action on credit card declinations or issues, pre-calls on travel to credit card companies, monitor limits, make payments.
• Invoice state and territorial members for dues annually as directed.
• Meetings support in office: Provide meeting support including preparing, packing, unpacking, and maintaining all meeting supplies in designated cases; Accurately print and prepare name badges, ensure packaging of all items, and assist with copies and packet preparations pre-meeting. Solely responsible for the 55 members and all staff to have one tent card and appropriate flags packed.
• Member and database support: Extensive work in the association member database, including new member database updates, returned mail updates, and new staff and other lead and member updates. Perform research online and in paper and other resources to locate contact data; Assist in executing the new members processes. This includes database updates, preparation and mailing of letters and packets, conduct research online and make telephone calls to research contact data, update the web page, etc.
• Answer the telephone, prepare and track postage use, file, maintain office supplies and organization. This may include personal trips to the office supply and other stores, and movement of supplies into the office and stocking of same.
• Create and distribute daily, weekly, monthly, and quarterly reports on NLGA operations and programming (for example, Report every morning of the open STEM Scholarship application period on applications received from states/territories, run and distribute monthly financial report internally with overdue payments, daily reports of speakers and award nominees in Awards Force).
• Performs his/er own administrative duties with no staff support, including answering phones, typing notes, sorting and stuffing mail, supplies purchases, stocking, packing and shipping meeting supplies, etc.
• Identify and bring to the Director’s attention opportunities for cost savings.
• Keep full time benefits listing up to date.
• Full-time availability for immediate team, Member, or member staff needs – travel reimbursements, media requests, constituent needs, and more.

Marketing (20%)

• Support STEM scholarship program as directed (outreach to states/territories without applicants, following up with STEM schools following the award to get photos/project updates, and more).
• Monthly Review of every web page and flag items which may need update. Format and post web page updates as assigned.
• Format and finalize passed resolutions and other documents and post on website and social media.
• Assist with the creation of social media graphics and content.
• Assist in keeping marketing pieces updated as assigned by Director (i.e., “Why NLGA?”).
• Maintain a list of needed photos at meetings, ensure they are taken, maintain the photos for use.
• Assist in draft of press releases as directed.
• Assist in maintaining a team accessible file of current branding items and key photos.

Meetings and Membership (20%)

• Run the registration and security operations on site.
• Support Member travel reimbursement, hotel room assignments, and troopers as directed.
• Support STEM Service program as directed (Prepares a list of possible STEM recipients for Director review, orders STEM donations, sets up room).
• Prepare Meeting Communications as directed, which may include on site daily meeting emails, trooper email, and more.
• Greet Speakers and coordinate with NLGA staff.

Other duties as requested and assigned. 

SKILLS/QUALIFICATIONS

• Some financial and business reporting experience preferred, QuickBooks experience preferred
• Some technical experience required, including Word and ability to learn to update web pages
• Some political acumen.
• Ability and willingness to travel three times per year to NLGA meetings
• Extremely fast learner with high accuracy rates, attention to detail, and an interest to excel
• Ability to self-supervise projects and lead items to conclusion with little direction
• Proven ability to multi-task
• Honesty, integrity, and holds as private proprietary and confidential material and information
• Experience in answering the phone, updating databases, completing mass mailings is helpful
• Ability to move and lift up to 30lbs, repeatedly without assistance

EDUCATION

Bachelor’s degree preferred. Additional certification(s)/study are valued.

LOCATION

Northern Kentucky/Cincinnati Metropolitan Area (Office in Covington, KY) (may negotiate limited telecommuting)

Salary: $40,000 annually

Interested applicants should email a cover letter and professional resume to Kellie Rittershausen, kritters@nlga.us. Applications will be reviewed as they are received until the position is filled.