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Office Manager/Administrative Assistant
Jefferson Chamber
Posted 01/04/22
3421 N. Causeway Blvd., Suite 203, Metairie, LA, 70002
Job Description
Office Manager/Administrative Assistant
Job Description: The Office Manager role serves the Jefferson Chamber in three main capacities: Financial Records and Bookkeeping; Office Procedures and Human Resources Support; and as the Administrative Assistant to the President.
Financial records and Bookkeeping
• Perform daily activities including light bookkeeping, entries/exports from sales software into QuickBooks; entering and paying bills; exporting and posting deposits into QuickBooks; pulling financial reports through QuickBooks; and working with Chamber staff to manage Accounts Receivables and Event Financial Reconciliations between Chamber Master, QuickBooks, and staff event financial reports.
• Communicate and work closely with the Chamber’s contracted CPA and Board Treasurer to prepare monthly financial statements, annual budget and work closely with Auditors to pull all necessary information needed for the audit preparation which is done every few years.
• Serve as staff liaison to Finance Committee.
Office Procedures and Human Resources
• Assist in the creation and management of operating policies and procedures.
• Manage payroll procedures for Jefferson Chamber employees.
• Ensure job descriptions are kept up to date.
• Maintain regular communication with contracted providers for employee benefits.
• Monitor office supplies inventory and place orders as needed.
• Maintain records and manage office service contracts, including computer hardware, IT support, printers, etc.
Administrative Assistant Duties
• Schedule meetings and log RSVPs for the President as needed.
• Assist President in preparation for meetings including conference room set up, catering orders, printed materials, and PowerPoint presentations.
• Take notes at Board of Directors meetings, then transcribe minutes after each meeting.
General Responsibilities
• All Chamber staff assists with week of preparations for major annual events, which include: Annual Meeting, Legislative Breakfast, Day at the Legislature, Black & Gold Gala, Crawfish Boil, DC Fly-In, Golf Classic, Tour de Jefferson, State of Jefferson, Education Appreciation Reception, Washington Mardi Gras, Business Leadership Awards Luncheon, Mayoral Luncheon and InterCity Trip.
• Attend Chamber networking events, as needed.
• Attend and help manage Chamber functions on and off site.
• Work with event staff to apply for event permits, event insurance and ATC permits.
Knowledge and Skills:
• 3-5 years bookkeeping experience preferred – A/R, A/P, budget preparation and ability to understand monthly financial statements
• Bachelor’s degree preferred
• Ability to think strategically, to understand the work of the President regarding collaboration and cooperative involvement
• Excellent computer skills, including Excel, Microsoft Word and QuickBooks experience preferred
• Excellent oral and written communication skills
• Experience handling employee benefits, including insurance
• Excellent organizational skills & ability to multi-task
About Jefferson Chamber
What started in 1997 with a few people with some great ideas, has transformed into the premier business organization of the Parish and one of the leaders in our region. Today, the Jefferson Chamber represents more than 900 companies in working to improve the business climate and creating business initiatives and opportunities in the Greater New Orleans region.
Through our business advocacy, we have proven to be a strong force in tackling quality of life issues. We have stood strong on public policy, beginning with the need to keep the 504-area code in our part of the region. The Chamber has stood steadfast for education reforms for our public-school system. Time and again, we are in the state house and the parish school board room advocating for a quality system for our kids and their futures. We are currently part of a coalition championing funding for early childhood development so that all children can benefit from learning centers before entering kindergarten.
We led the way, once the money was secured, in pushing the state’s department of transportation and development to begin the expansion of the Huey P. Long Bridge with our “Hurry the Huey” campaign. And just this year, we were part of the business voice behind the new airport terminal flyovers! Additionally, we created a tourism bureau known as the Jefferson Convention and Visitors Bureau and secured a hotel/motel tax to adequately fund the tourist promotion organization.
As we have grown, we have created additional venues and organizations. In 2001, we recognized the need for a Political Action Committee (PAC), which has allowed us to put strength in endorsements of pro-business minded political candidates for the past 20 years. Our Foundation, a 501(c) 3 non-profit organization, began in 2007. This Foundation has been the backbone of the workforce development grants that were a catalyst in the rebuilding after Katrina. The Foundation is also the original namesake and founder of the JCFA, a now autonomous high school that gives Jefferson Parish students a second chance at graduation. In recent years, the Chamber Foundation has become a catalyst for beautification throughout what is known as “Fat City.”
In 2017, the Chamber formed LiveWell Jefferson, a new initiative focused on creating and cultivating a culture of health and wellness among the business community and residents of Jefferson Parish. The LiveWell Jefferson campaign strives to produce more productive employees, build staff morale and reduce healthcare costs for employers.
At the parish, municipality, and state level, we have supported the need for alternative transportation to spur economic prosperity. Our due diligence and support of TNC’s is well documented and the approach of some government oversight with free enterprise decree really does work.
In 2018, we received 5-Star Accreditation by the U.S. Chamber of Commerce for our sound policies, effective organizational procedures, and positive impact in the community, putting us in the top 2% of chambers nationally.
Our Chamber has been awarded Large Chamber of the Year by the Louisiana Association of Chamber of Commerce Executives (LACCE) four times, including our most recent honor in 2023.
Working with our partners at JEDCO, GNO, Inc., the Regional Planning Commission and others, our organization will continue to be a great influence in legislation, planning, and “big picture” thinking. Whether local, state, or federal legislators respect our positions and passion for policies, laws, and principles, our mission remains Improving Business – Improving Lives in Jefferson Parish and our region.
