Administrative Coordinator

1 week ago

Beaverton, United States Oregon Society of CPAs Full time
Job DescriptionJob Description

Oregon Society of CPAs is a statewide not-for-profit professional membership association located at 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. Database and Microsoft Office experience is required. All candidates must be customer service oriented and possess excellent telephone, written and oral communication skills.

Administrative

  • Provides administrative support on Executive Office projects
  • Provides administrative support and meeting facilitation for the OSPCA 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
  • Completes implementation of new fiscal year start-up activities related to boards, chapters, committees, incoming leaders, and volunteers; coordinates annual committee rollover process
  • Oversees volunteer committee appointments, renewals, and resignations throughout the year
  • Provides backup support for OSCPA meeting scheduling including enters meetings in the database, maintains the Master Schedule of Events and OSCPA Center calendar, assigns meeting rooms as well as Zoom accounts, etc.
  • Provides backup administrative support for volunteer meetings, including preparing meeting notices, coordinating calendars, virtual meeting setup, monitoring RSVPs, and maintaining meeting attendance records, etc.
  • Provides back up support for daily mail processing and procedures
  • Serves as part of front-office reception team to greet and receive members and guests; answers in-person, phone, and email inquiries and directs inquiries to appropriate staff; back up for Find-a-CPA inquiries
  • Coordinates mailings with internal staff or outside vendors

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

Chapters & Events

  • Completes planning, onsite logistics, and hospitality for the annual Strategic Leadership Forum (SLF) & Annual Meeting
  • Serves as staff advisor to OSCPA chapters:
    • Works with CEO to coordinate the annual budget process; assists leaders with event planning and promotions
    • Attends chapter events, takes photos, and supports planning, onsite logistics, and hospitality
  • Provides staffing for onsite meeting logistics, registration desk, and hospitality at select member events
  • Attends off-site OSCPA conferences and events to promote OSCPA membership and volunteer opportunities

Other

  • Perform other duties and responsibilities as assigned

Required Skills for All Functional Areas (Core Competencies):

  • Administrative Skills
  • Customer Service (internal and external)
  • Database Experience & Comprehension
  • Deadline-oriented
  • Detail-oriented
  • Initiative/Innovation
  • Multi-tasking
  • Organizational Skills
  • OSCPA Stewardship
  • Problem-solving
  • Microsoft 365 (Word, Outlook, Excel, PowerPoint, Access)
  • Project Planning
  • Proofreading
  • Team Collaboration
  • Works Independently
  • Written & Oral Business Communication

Specific Skills for Position:

  • Excellent administrative skills
  • Attention to detail
  • Customer service (internal and external)
  • Outlook calendar and task management
  • Expert user in Microsoft Word
  • Meeting planning / Hospitality
  • Exceptional grammar

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 errands
  • Some in-state travel may be required for meetings, member events, and other OSCPA activities

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