County Administrative Assistant-Southampton

Job Description

POSITION SUMMARY:

Southampton County Farm Bureau has a career opportunity available. The County Administrative Assistant position serves as a primary support person to the County President, Board of Directors and office staff. Specific duties include answering phones regarding membership and/or insurance related questions, drafting and editing correspondence, coordinating County projects and events, customer service, office management, preparing presentations, assisting with board activities, and managing a complex daily schedule and travel arrangements as well as expense management and other routine office related functions.

PRIMARY DUTIES

Promote Farm Bureau programs and services to members. The Administrative Assistant is responsible for being knowledgeable in all programs that are offered.

Provide general administrative support: answer phones, handle incoming/outgoing mail, prepare correspondence and reports and provide member service.

Maintain all County Farm Bureau records and files.

Coordinate payment of expenses after proper approval.

Open and close office.

Maintain the County Farm Bureau financial accounting system. Record all money transactions, make bank deposits, maintain records of savings and investments, reconcile bank statements, maintain the office change fund and tax records and assist with budget planning if requested.

Maintain accurate county membership information by administering the membership renewal process, assigning new membership numbers, maintaining a paid listing of members as required in the Memorandum of Agreement, conducting the annual membership service check and by entering membership data into the membership system. This position is responsible for the county’s adherence to the membership policy.

Assist with insurance applications, policy changes, preparation of loss reports and other clerical functions necessary to properly serve the membership.

Assist in the planning and conducting of board meetings and other meetings/events if requested. This includes recording board minutes and maintaining minute books.

Maintain good communication with the County President and Directors on issues relating to membership and service programs

Be familiar with and maintain a file of all permanent documents of the County Farm Bureau as follows:

County Articles of Incorporation.

County Farm Bureau bylaws.

Memorandum of Agreement and other agreements with VFBF and its affiliates.

Lease and purchase agreements.

Tax exempt letter.

Minutes of membership and board of directors meetings.

Deeds, Stocks, Bonds.

Bulk mail permits.

Insurance policies.

ADDITIONAL DUTIES

Attend required training sessions as authorized by the County President.

Perform other duties as requested by the County President.

MINIMUM EDUCATIONAL/EXPERIENCE QUALIFICATIONS

High school diploma or equivalent

Minimum one year administrative support experience or equivalent coursework

MINIMUM SKILL QUALIFICATIONS

Basic understanding of bookkeeping and payroll

Excellent oral and written communication skills

Computer literate (Word and Excel)

Strong customer service skills

Positive attitude

Proven ability to be diplomatic in delicate situations

Strong attention to detail

High degree of flexibility with the ability to multi-task

Proven ability to work both independently and in a team environment

Excellent organizational skills

PREFERRED QUALIFICATIONS

P&C and Health License (required in some counties)- Must obtain license within six months of employment and must maintain license through CE credits

Virginia Farm Bureau Companies provide equal employment opportunity in all aspects of employment without regard to race, color, national origin, religion, gender, pregnancy, age disability, orientation or veteran status.

VAFB supports compliance with COVID-19 protocols.