Administrative Coordinator

Job Description

Oregon Society of CPAs is a statewide not-for-profit professional membership association located at in Beaverton, Oregon. If you are organized, detail-oriented, able to manage a variety of tasks to meet deadlines, and enjoy working with people, an association career may be right for you. Database and Microsoft Office experience is required. All candidates must be customer service oriented and possess excellent telephone, written and oral communication skills.

Administrative

Provides administrative support on Executive Office projects

Provides administrative support and meeting facilitation for the OSPCA Board of Directors, including:

Works on production of meeting agenda, minutes, and other handouts

Gathers input from staff to produce management report and strategic plan report

Provides administrative support and meeting facilitation for the OSCPA Group Health Trust, including:

Works on production of meeting agenda, minutes, and other handouts plus annual Trustee ballot

Gathers and prepares information from broker

Provides administrative support and meeting facilitation for the Professional Conduct (Ethics) Committee and the Taxation Strategic Committee, and elsewhere as needed

Completes implementation of new fiscal year start-up activities related to boards, chapters, committees, incoming leaders, and volunteers; coordinates annual committee rollover process

Oversees volunteer committee appointments, renewals, and resignations throughout the year

Provides backup support for OSCPA meeting scheduling including enters meetings in the database, maintains the Master Schedule of Events and OSCPA Center calendar, assigns meeting rooms as well as Zoom accounts, etc.

Provides backup administrative support for volunteer meetings, including preparing meeting notices, coordinating calendars, virtual meeting setup, monitoring RSVPs, and maintaining meeting attendance records, etc.

Provides back up support for daily mail processing and procedures

Serves as part of front-office reception team to greet and receive members and guests; answers in-person, phone, and email inquiries and directs inquiries to appropriate staff; back up for Find-a-CPA inquiries

Coordinates mailings with internal staff or outside vendors

Legislative

Supports the Executive Office to execute OSCPA legislative strategies

Works with President/CEO to maintain an accurate database of legislator and key contacts

Completes legislative bill tracking and monitoring, including volunteer comments and recommendations related to proposed legislation; communicates with committee and legislative counsel support staff

Completes development of annual Reconnect document, including outreach to vendor Bloomberg

Works with colleagues and Taxation Legislative Analysis Subcommittee to coordinate the compilation, production, and distribution of legislative reports and publications

Chapters & Events

Completes planning, onsite logistics, and hospitality for the annual Strategic Leadership Forum (SLF) & Annual Meeting

Serves as staff advisor to OSCPA chapters:

Works with CEO to coordinate the annual budget process; assists leaders with event planning and promotions

Attends chapter events, takes photos, and supports planning, onsite logistics, and hospitality

Provides staffing for onsite meeting logistics, registration desk, and hospitality at select member events

Attends off-site OSCPA conferences and events to promote OSCPA membership and volunteer opportunities

Other

Perform other duties and responsibilities as assigned

Required Skills for All Functional Areas (Core Competencies):

Administrative Skills

Customer Service (internal and external)

Database Experience & Comprehension

Deadline-oriented

Detail-oriented

Initiative/Innovation

Multi-tasking

Organizational Skills

OSCPA Stewardship

Problem-solving

Microsoft 365 (Word, Outlook, Excel, PowerPoint, Access)

Project Planning

Proofreading

Team Collaboration

Works Independently

Written & Oral Business Communication

Specific Skills for Position:

Excellent administrative skills

Attention to detail

Customer service (internal and external)

Outlook calendar and task management

Expert user in Microsoft Word

Meeting planning / Hospitality

Exceptional grammar

Physical and Perceptual Demands:

This position is not required to exert significant physical effort on a routine basis

Visual demands of this position are within the normal range of requirements

This position is not exposed to adverse environmental conditions on a routine basis

Education and Experience Requirements:

Requires high school diploma – college degree preferred. Experience may substitute for some education

Requires minimum of 2 years’ related experience. Association or not-for-profit experience preferred

Travel Requirements:

Local errands

Some in-state travel may be required for meetings, member events, and other OSCPA activities