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Administrative Assistant

  • Topeka, KS

Company: Kansas Optometric Association
Title: Administrative Assistant
Employment status: Full-time (30-40 hours)
Pay Rate: $20/hr, and as based on experience
Reports to: Executive Director
Location: Onsite at KOA Office in Topeka, KS

Primary Accountabilities:

The Administrative Assistant provides administrative support to the Executive Director and other employees as assigned. The position serves as a welcoming first point of contact, maintains accurate records, supports member service and communications, and helps KOA staff carry out their responsibilities through dependable scheduling, office administration, and follow-through.

Major Duties:

Member service and records

  • Serve as the entry contact for KOA, answering and directing telephone calls, greeting walk-in visitors, responding to routine inquiries, and referring matters to the appropriate staff member.
  • Maintain the member database and assigned records; enter and update member information, assist with routine member requests, and prepare lists and reports as directed. Protect confidential information and check work for accuracy.

Communications and digital support

  • Prepare correspondence, mailings, and print and electronic member communications. Assist with distribution through email, mail, social media, and other approved channels, using content and direction provided by the responsible staff member.
  • Provide routine administrative assistance with the KOA website, MyKOA App, and Microsoft Teams, including assigned updates, document posting, meeting access, and basic user assistance. Refer content decisions and technical issues to the appropriate staff lead or provider.

Office and staff support

  • Maintain calendars, arrange conference calls, schedule appointments, send reminders, organize files, process mail, and provide general administrative support. Help staff stay organized and communicate effectively.
  • Monitor office equipment and supplies, request repairs or restocking, and help keep shared office areas clean and organized. Represent KOA professionally and positively in all interactions.

Meeting and event support

  • Support scheduling and administration for Board, committee, staff, and other meetings, including invitations, attendance tracking, meeting links, materials, and records as assigned. The appropriate staff lead owns the agenda, substantive content, decisions, and follow-up work for each meeting.
  • ·Assist with event preparation, registration records, materials, staffing, and other assigned tasks under the direction of the Events & Industry Relations Coordinator, who leads meeting and event logistics. Coordinate scheduling and administrative details with that role and the appropriate staff lead.

KOPAC administrative support

  • Provide KOPAC administrative support, including assigned bookkeeping, recordkeeping, preparation and submission of required reports, and administrative coordination of applicable filing requirements, under the direction and oversight of the Executive Director. Maintain supporting records and flag questions, discrepancies, and approaching deadlines for review.

Qualifications:

  • High school diploma or equivalent education required. At least one year of full-time administrative experience preferred.
  • Experience and demonstrated proficiency in Microsoft Office; ability to use Microsoft Teams and learn member databases, website and app administration tools, and other office systems.
  • Strong written and verbal communication skills and interpersonal skills to work effectively with members, staff, volunteers, and other internal and external constituents.
  • Strong attention to accuracy and detail, including careful handling of records, data entry, and assigned bookkeeping.
  • Strong organizational skills, the ability to manage multiple projects and deadlines, and dependable follow-through.
  • Creative and strategic thinking, critical thinking, and problem-solving skills; ability to identify and initiate process improvements within assigned responsibilities.
  • Professional judgment, a positive service attitude, discretion, and the ability to maintain confidentiality.
  • Demonstrated ability to work independently and as a team member, take direction, and recognize when a matter requires staff or supervisory review.

Physical Demands:

Typical duties involve sitting and using a computer for extended periods; reading computer screens, correspondence, and other materials; communicating in person and by telephone; and unpacking and moving supplies weighing up to 25 pounds. The position may also involve driving an automobile for assigned work. These demands describe the activities associated with the role and should be reviewed with HR in relation to the actual duties and any accommodation needs.

Work Environment:

Work is performed primarily in a professional, deadline-oriented office environment with regular interaction with internal and external constituents. Some travel may be required. Meeting and event assignments may require work outside regular business hours and work at event locations.

Additional Duties:

This description summarizes the position’s primary duties and responsibilities and does not state or imply that these are the only activities to be performed. Duties and responsibilities may be added or revised. The employee is expected to follow other job-related instructions and perform other job-related responsibilities assigned by the Executive Director