====================================================================== ============== = Position Title: Administrative Assistant I ( Western City
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1 ====================================================================== ============== = Position Title: Administrative Assistant I ( Western City Date: 2017 Magazine) Classification: Membership Services I Salary Range: Membership Services I Department: Administrative Services Acceptable Job Titles: Administrative Assistant I ( Western City Magazine) Employment Status: At -will Position Reports To: Administrative Services Director Positions Supervised: None Judgment Exercised: Normal Overtime Status: FLSA Position Purpose Supports and manages activities and tasks involved with the production of Western City Magazine. Provides a wid e range of clerical, admin istrative, social media and Web site support activities including managing subscriptions; receiving, processing and selling professional service and job opportunity advertising; maintaining, updating and posting Web site content; preparing, processing and composing correspondence and other documents; processing billings ; extensive proofreading; maintaining advertising, subscription and author database; preparing mass mailings; faxing; filing; copying; responding to co -workers, city officials, authors, editor and advertisers in person, by telephone and via e -mail; receivi ng and responding to telephone calls and e -mails; performing duties as assigned. Provides support to advertising manager and editor as needed. Essential Functions Magazine Extensive proofreading and editing (i.e., grammar, typos, spelling, punctuation, figures, etc.) Process subscriptions, subscription payments and cancellations Prepare, record and distribute subscription renewal invoices Generate mailing list using subscription database Conduct monthly subscription audit Troubleshoot subscr iption and distribution problems Process run sheets, review billing materials, mail invoices and tear sheets to advertisers Calculate Western City Magazine s monthly production Western run; City Magazine to staff Respond to request for information and articles Process article reprint requests
2 Advertising Web Site Review and approve invoices for payment Prepare spreadsheets and reports Schedule, prepare agenda materials and participate in monthly unit meeting Prepare annual statement of ownership Prepare a nd assist with annual circulation audit Query staff prior to print run to determine if extra copies are required Provide print house monthly production run figures and distribution list Sell and update Western City Magazine Web site job opp ortunity ads Calculate cost estimates for advertisers Respond to deadline, ad size and cost inquiries Sell and manage professional services ads Support display advertising sales; act for advertising sales manager in the advertising sales manager s absence Upload, publish, update, maintain and delete Web site job opportunity listings Upload and update monthly Western City Magazine articles Post to Facebook, Twitter and other social media resources Maintain Web site content and social media accounts Add and maintain web pages as necessary Collect and distribute Web site and social media analytics Troubleshoot Web site Administrative Serve as Western City Magazine s customer service represe Proof printer s esign proofs and three sets of d Distribute proofs to appropriate staff for review Serve as the primary telephone and e -mail contact person for Western City Magazine Maintain and update subscription database Maintain and update advertising transactions, comparison records an d revenues Maintain master list of author names, addresses, telephone numbers, fax numbers and e -mail addresses Edit and finalize correspondence Organize and prepare large volumes of merge documents and letters for advertising and subscription promotions; maintain mailing lists for advertising and subscription promotion activities Determine proper grammar, spelling and paragraphing; develop proper format for forms, charts and reports Proofread typed material for accuracy; determine proper grammar, spelling and paragraphing; mark and/or edit and revise documents as necessary Compose routine correspondence and memoranda as required; generate thank -you notes to authors and transmit courtesy copies of magazine
3 Order and maintain stock of office supplies for Western City magazine Provide general clerical support, including but not limited to wordprocessing, photocopying, Fax transmittals, mail, etc. Sort and file documents and records; maintain files and filing system Serve as backup for editor responding to i nquiries relating to magazine article submittals Review, process and authorize payment of vendor invoices Manage outstanding and pay due advertising accounts Support City Hall Director production process Participate in City Hall Directory cover design conf erence call Develop, merge, coordinate and mail City Hall Directory production and distribution letters Compile and provide materials to vendor for production and distribution of City Hall Directories Assist advertising sales manager on City Hall Director y production, including proofing of advertisements and list of advertisers Assist with membership database updates as needed Foster communication among Western City magazine team Utilize electronic communicat ion Perform office support functions; notify ap propriate staff members regarding service and supplies required to maintain Western City office equipment in a state of readiness; stay informed of office management efficiency techniques and make recommendations on the improvement of office functions Assi st Western City and League employees as assigned Perform other duties as assigned Job Qualifications Proficiency with Window environment and the following aspects of the Microsoft Office software package: Word, Excel, Access, and Outlook Intermediate word processing skills using Microsoft Word software: columns, tables, merge letters, boxes, auto text, styles, templates, macros, formatting, headers, footers, footnotes Intermediate spread sheet skills using Microsoft Excel software: formulas, links, gr aphs, exporting, formatting Intermediate proficiency with database operations, data entry and data queries within Access, Aloha, ACT or similar data base software Correct English usage, spelling, grammar and punctuation Modern office methods, procedures a nd equipment including filing systems, business correspondence and report writing Organization, procedures and operating details of the League Strong written and verbal communications skills Fundamental meeting planning, scheduling, calendaring and confere nce call procedures Principles and practices of general administrative office management Web site and social media tools Ability to:
4 Manage conflicting demands on time and multiple tasks involving multiple co -workers; maintain and exhibit flexibility Work under pressure and frequent tight deadlines Fully use, operate and maintain assigned office equipment and machines, including office automation equipment Proficiently and efficiently perform intermediate word processing using Microsoft Word, intermedi ate spread sheet processing using Microsoft Excel and intermediate database input/retrieval using Access Effectively utilize e -mail and Outlook calendar Understand and follow both oral and written instructions Proofread typed materials accurately Edit mate rials Meet extremely tight and firm deadlines Understand work unit and department goals and priorities in relationship to overall organizational goals and priorities Work with outside vendors on a daily basis Effectively utilize Web site and social media tools Manage and post to Web site and social media resources Coordinate production of magazine and assume lead role in production flow and deadline requirements with Western City team Establish and maintain effective work relationships with those contacted in the performance of required duties Sustain a positive, can -do attitude and commitment to customer service (for both internal and external customers) Be self -supervising and follow through on necessary tasks without being asked On a continuous basis, sit at desk and in front of standard/automated office equipment for long periods of time. Intermittently twist to reach equipment surrounding desk. On a continuous basis twist, bend below the knees, reach above the head and move throughout the office to correspondence and photocopy material; perform simple grasping and fine manipulation; use telephone and communicate through written means. Lift 35 pounds on an intermittent basis file Desirable Experience and Training Two to three years administrative experience in a fast paced office environment, preferably in advertising, publication, or magazine producti on. Demonstrated experience in the area s of; word proce ssing, Excel and database usage, website content management, general a dministr ative office management, and p roofreading/editing Equivalent to Associate of Arts; a Bachelor of Arts degree from an accredited college or university is preferred Physical Demands and Work Environment The physical demands and work environment characteristics described here are representative of
5 those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities functions. to perform the essential While performing the duties of this job, the employee regularly works in a business office setting. Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stoo ping, sitting, reaching and light lifting. Regular and consistent in -person interact and c ontinuous talking, hearing and seeing required in the normal course of performing the job. Common eye, hand, finger dexterity required to perform some essential fun ctions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Infrequent automobile and airline travel required in normal course of job performance. Equipment Used C omputer, keyboard, mouse Copier Scanner Fax machine Telephone
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