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Administrative Assistant - Board Ops - Part-time

State Bar of Arizona Phoenix Full-Time
$19.29 - $24.00 / hour
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Position Description:

PART-TIME ADMINISTRATIVE ASSISTANT 

  • 20 hours per week - flexible schedule Monday through Friday
  • Pay Rate:  $19.29 to $24.00 per hour, depending upon experience

Job Summary

Under general supervision, coordinates Board of Governors' meetings and activities, and provides support for the successful completion of Board directives.

Duties and Responsibilities


  • Serves as administrator for Board meetings. Prepares and disseminates all necessary Board-related meeting agenda and materials. Maintains confidential Board of Governors website and prepares Board Meeting Highlights for Arizona Attorney Magazine and dissemination as appropriate.
  • Serves as administrator for Executive Council meetings. Prepares and disseminates all necessary related meeting material.
  • Maintains calendar, makes travel and meeting reservations and arrangements for Board officers, Board members and senior staff (both individual and group meetings) and handles travel reimbursements.
  • Assists in preparation of Board of Governors annual budget.
  • Maintains and updates electronic and hard copy filing systems.   Retrieves information from files, when needed. Maintains Board Manual with current procedures.
  • Acts as in-house assistant to the president of the Board of Governors.
    • Reviews and coordinates mail and documents for signature.
    • Assembles confidential and sensitive information for the President
    • Coordinates meetings and teleconferences for the President.
  • Organizes and prioritizes information:
    • Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
    • Assembles confidential and sensitive information for department, Board of Governors, and members.
  • Prepares timely and accurate reports, as required on a daily, monthly, quarterly, or annual basis.
  • Creates and composes general correspondence, memos, charts, tables, presentations, etc. Proofreads copy for spelling, grammar, and layout making appropriate changes.
  • May assist in the set-up details for member and Board-related functions, member tours and meetings for the Board of Governors.
  • Collaborates on planning key events outside the monthly Board meetings (e.g., Convention, Retreat, etc.). Includes coordinating event set-up details with others to assure event goals are met; provides member relations support as necessary.
  • Assists Director of Board Operations with the Board elections and other key committees, task forces and assignments as directed.
  • Supports the CEO in the absence of the Executive Assistant.
  • Works within a team on special and ongoing projects.
  • Performs all other related duties, as assigned.

Education and/or Experience Required

Associates Degree preferred. Two (2) to five (5) years related experience in a non-profit and/or legal environment required. Prior experience in working with a Board and volunteers and senior level management preferred.

Skills and Abilities

  • Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management.
  • Ability to read and comprehend instructions, correspondence, and memos.
  • Ability to write routine and non-routine reports and correspondence. Ability to conform writing to prescribed style format.
  • Must maintain confidentiality of all information provided by CEO/Executive Director, officers and Board members.
  • Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills.
  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Some analytical ability is required in order to gather and summarize data for reports.
  • Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact and diplomacy.
  • Must be able to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing).
  • Strong attention to detail and well organized.
  • Must be team oriented but able to work independently.
  • Model the behaviors expected of all SBA employees by:
    • Cultivating a positive work environment.
    • Prioritizing and setting manageable goals.
    • Being efficient with time at work.
    • Communicating effectively with management, staff, members, clients, visitors, and the public.
    • Being flexible and taking criticism constructively.
    • Maintaining the highest ethical standards.
    • Following the SBA policies and procedures regarding record retention.

Computer Skills

Microsoft Office Suite environment to include formatting and production of documents and spreadsheets.

Certificates, Licenses, Registrations

Required:

  • Must have and maintain a valid Arizona Driver's License, maintain automobile insurance coverage and have access to an automobile.

Other

Regular attendance is required. Overtime including weekends may be required on an occasional basis to fulfill duties of position. At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee frequently lifts and/or moves up to 25 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. Work environment is subject to many interruptions, varying and unpredictable situations and time pressures related to multiple tasks. It also requires regular use of computer keyboard and monitor. There is extensive repetitive motion in using hands/wrists.

Recommended skills

Attention To Detail
Memos
Requirement Prioritization
Computer Literacy
Typing
Interpersonal Skills
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