Office Administrator Job Description
Position Description: Office Administrator
FLSA Status: Full Time, non-exempt
Hourly Range: $19 – $22/hr DOE
Employment Classification: Full-time, non-exempt
Reports to: Executive Director
Work Location: NSAA Office at 9170 Jewel Lake Rd, Ste 200, Anchorage AK 99502
The Nordic Skiing Association of Anchorage (NSAA) is a non-profit organization dedicated to promoting all forms of Nordic skiing in the greater Anchorage area. The organization maintains and grooms 160 kilometers of world-class ski trails, organizes and oversees a variety of races, and offers skiing events, programs, and lessons geared towards all ages and abilities. Staffed by a small but energetic workforce, NSAA relies on many dedicated volunteers to carry out its diverse programs and activities. NSAA is supported by more than 3,000 members, as well as corporate sponsors, private and public grants, and community partnerships. The organization serves thousands of skiers and trail users annually with a budget of $1.2 million. Visit www.anchoragenordicski.com to learn more.
The Office Administrator is a highly visible and important position within the organization, ensuring the smooth and efficient operation of our administrative offices. In addition to serving as the first point of contact with the public, the Office Administrator oversees the maintenance of supplies and equipment, program and event scheduling and permitting, and manages membership databases. The Office Administrator is expected to be able to work independently with minimal supervision, using initiative and judgment in dealing with work flow and most situations. Support to all programs, events, and operations staff on administrative processes is also required, with an eye for continuously developing and improving systems. The job also requires working with staff and volunteers to provide program and event support as needed, and representing the organization at occasional public events for publicity purposes.
- Answer phone calls, emails, and in-person inquiries. Greet visitors and address inquiries in a professional and courteous manner. Provide information and processes membership and event registrations.
- Maintain various files, lists, and records. Monitor online registrations for events and programs, and run reports as requested by staff and Board. Maintain waiting lists for programs and events and process manual registrations.
- Assist with the website, make updates and changes as needed to determine most effectiveness and efficient online registrations, program and race communications, sponsorship recognition and trail support and membership opportunities.
- Prepare business correspondence, manage mailing lists, and draft thank you letters for staff or Board signatures.
- Open and route incoming mail; prepare outgoing mail. Process donations and completes paperwork for accounts receivable and deposits. Assist in collecting accounts receivable as requested by staff and Board.
- With Program Manager, prepare online and paper registration forms.
- Track program and event registrations; work with Program Manager to ensure proper collection of monies.
- Track, analyze and interpret membership, program, and event data; develop and present current trends, suggestions for improvement and growth, and overall planning for continued success of NSAA
- Work with Executive Director to ensure proper accounts payable coding and authorization.
- Provide database design and management oversight including data collection, reporting and end user transparency.
- Assist Program Manager and Executive Director in marketing and fund development efforts
- Track and maintain fund development donor databases and spreadsheets
- Train and oversee office volunteers.
- Write monthly Member Spotlight article for Nordic Skier newsletter, Oct. through April
- Collect and prepare newsletter recipient lists according to mailing house requirements
- Prepare online email correspondence to members as requested by staff.
- Manage merchandise inventory and assist in ordering merchandise for events/programs as well as secures sales within business community for merchandise as needed
- Manage on-line store and fulfill mail orders.
- Assist in check-in and check-out of event/program rentals and materials
- Organize annual photo contest and prepare annual membership calendar for printing.
- Prepare online and paper forms for upcoming season, coordinating with various event/program directors and Program Manager.
- Operate office equipment including printer, fax, scanner, copy machine, multi-line phone and voice mail, computer, mail machines and other equipment.
- Maintain a clean and neat reception area and other common office areas, including supply storage, copying, and mailing areas. Arrange for maintenance of copy machine and other office equipment. Order office supplies.
- Run occasional errands, including bank deposits, delivering promotional materials, and picking up supplies and print jobs.
- Associates degree or equivalent experience
- Strong verbal communication skills
- Ability to interact in a pleasant, tactful manner with all types of people
- Ability to perform under pressure in an environment where frequent interruptions are common
- Superior organizational skills; attention to detail
- Ability to carry out a multi-faceted workload
- Ability to maintain confidentiality
- Ability to apply common sense in making decisions
- Ability to operate a computer, fax machine, printer, copier, and postage meter. Familiarity of Microsoft Office and Google programs (Microsoft Excel, Microsoft Word, Google Drive, Google Forms).
Preferred Qualifications, Skills & Abilities:
- Commitment to policies and mission of the Nordic Skiing Association of Anchorage
- Familiarity with the sport of Nordic skiing a plus
- Familiarity with Quickbooks is a plus
- Ability to move up to 35 lbs. Ability to move items up and down stairs.
- Access to reliable transportation
Work Environment and Physical Requirements:
The employee is regularly required to sit and engage in in-person communications. The employee is regularly required to move about the workplace. The employee must occasionally lift and/or move up to 35 pounds. The employee will occasionally be exposed to outside harsh weather conditions. The noise level in the primary work environment is usually quiet. Must be able to extensively travel and work in non-urban areas using many different means of transportation. Incumbent must be able to work in less than ideal offices, facilities, or situations.
The above is not intended to list all possible essential functions or requirements as they are subject to change. The employer reserves the right to revise or change this description. This description does not constitute a written or implied contract of employment. To perform this job successfully, an individual must be able to satisfactorily perform each of the above essential duties and meet the physical demands. Reasonable accommodations may be made to enable individuals with disabilities to meet these requirements.