Reporting to the Executive Director for the Carlsbad Department of Development (CDOD), the Office Manager/ Executive Assistant/ Bookkeeper will be a person expected to professionally perform and manage the office functions and book keeping for a regional economic development organization. The position is responsible for coordinating needs between the Executive, Business Development, Business Retention and Marketing sections. The person in this position will manage the processing for payroll, accounts payable and accounts receivable and work closely with a contract accounting firm for updating financial statements and budgets through QuickBooks. This position may supervise up to two part-time receptionist positions, depending on funding.
Responsibilities
Essential Functions and Responsibilities:
- Act as a first contact for telephone calls and direct inquiries to professional economic development staff as necessary. Act as a first contact for office visitors seeking community information and demographics.
- Assist the Executive Director in preparing agendas and supporting material for monthly Executive Committee and Board of Director Meetings. Prepare conference room for meetings and briefings.
- Be able to perform necessary bookkeeping functions including bank reconciliations, entering payables, generating invoices, preparing financial, profit and loss reports for board of directors and executive director.
- Work extensively with Executive Committee, Board Members and the Executive Director to provide information updates, coordinate meeting dates, schedules, travel arrangements, outside meetings and other detail work.
- Exhibit excellent writing and editing skills. Act as the recording secretary for Executive Committee Meetings and Board of Director Meetings. Prepare detailed minutes of meetings and attendee comments.
- Assist professional staff in gathering and preparing informational material, reports, brochures, etc. for reference and distribution to potential prospects to encourage site visits to the community.
- Work with the Executive Director and other staff members to prepare routine statistical reports, frequency analysis and cost/benefit ratios on potential relocation/expansion projects.
- Work with the Executive Director to prepare and coordinate prospect site tours of the community and other site selection needs.
- Develop a system of filing that is systematic and understandable and be able to retrieve filed data in a timely manner.
- Assist in preparing reports on all potential prospects and proposals.
- Become familiar with the
- Become familiar with work closely with the
- Become familiar with
- Be knowledgeable of current telecommunications and office equipment usage.
- Be knowledgeable of Microsoft Office programs including Word, Excel, PowerPoint and Outlook.
- Be very knowledgeable of recent QuickBooks program.
- Be able to communicate clearly and concisely both orally and in writing.
- Communicate daily directly to the Executive Director regarding activities, contacts and updates on items of interest.
- Regular attendance for office hours
- Physically fit to set-up Board/conference room. Requires some lifting not to exceed forty pounds.
- Other duties and assignments as directed by the Executive Director.
Qualifications
Education and Experience:
An Associate’s Degree in Business, Office Management or Accounting is preferred. At least three years of experience with using the QuickBooks bookkeeping program and at least one year of experience as an Executive Assistant or Secretary is desired. The candidate should exhibit highly organized skills in word processing, organization and filing, telephone skills and public contact. The candidate will be involved in preparing agenda documents, meeting minutes, supporting materials, and providing meetings support for a public/private Board of Directors. The candidate should display outstanding character, integrity, professionalism and be team-oriented. The candidate should have outstanding skills in computer use and be proficient in Microsoft Office applications.
Carlsbad Department of Development
Carlsbad, Eddy County, New Mexico 88220
US