Administrative Assistant

HB Downtown Business Improvement District - Huntington Beach, CA (30+ days ago)


Primary Duties and Responsibilities
The Administrative Assistant performs a wide range of office administration, financial recordkeeping duties, and overseeing of events including:

Reception
 Answer phone inquiries using a professional and courteous manner
 Take phone messages and forward voice mail from the general mailbox to the
appropriate staff member
 Reply to general information requests accurately
 Greet members/visitors in a professional and friendly manner Office Administration and Financial Recordkeeping
 Be familiar with and use Microsoft and Adobe products to produce spreadsheets to
prepare reports, memos, and other documents
 Use accounting and related software to produce invoices and to track expenditures
 Code and process invoices and approved expenditures according to the established procedures
 Process payments, record, audit, and monitor expenditures and revenue against projected budget amounts to keep the HBDBID Manager and Treasurer informed of financial activity
 Prepare and send outgoing emails, faxes, mail, and courier parcels
 Receive and maintain inventory of office supplies
 Gather check signatures, make deposits at the local bank, and deliver financial records
to the CPA
 Update and ensure the accuracy of the organization's databases
 Provide administrative support to management and other staff as directed by the HBDBID Manager

Marketing Support
 Under direction of the HBDBID Manager, creates a monthly newsletter
 Post on social media and the HBDowntown website, as directed by the HBDBID Manager

Event Assistance
 Assist HBDBID Manager with Board approved events as directed

 Assist HBDBID Manager in completion of the City of Huntington Beach’s Specific Events and other permit requirements
 Oversee, as directed by the HBDBID Manager, vendor booth assignments
 Oversee, as directed by the HBDBID Manager, vendor and entertainer rule enforcement per HBDBID approved policies and report issues to the HBDBID Manager

 Maintain current vendor maps for all events
 Process vendor, entertainers, and sponsor applications, invoices, and payments
 Monitor event budgets and report issues to the HBDBID Manager
 Order and process invoices and payment for equipment and supplies used during the
event
 Provide post-event ROI reporting to the HBDBID Manager and Treasurer
 Oversee the set-up and take-down of the HBDBID booth during events and provide assistance to the public, and distribute information at the booth as directed
 Provide feedback to the HBDBID Manager regarding questions and comments that come to the information table
 Monitor event activities and report issues to proper authorities
 Provide the HBDBID Manager and Treasurer weekly reports on revenue received from Surf City Nights
 Oversee, as directed by the HBDBID Manager, HBDBID approved Surf City Night’s special events
 Oversee, as directed by the HBDBID Manager, the HBDBID maintenance contractors
during events and report issues to the HBDBID Manager

HBDBID Reports
 Gather updates on HBDBID stakeholders to maintain an updated database
 Create documents and assist in dispersing ballots with the approval of the HBDBID
Manager and Nominating Committee
 Assist HBDBID Manager with compiling data and research for content for the annual
report

Provide Board Support
 As directed, prepare meeting agendas, minutes, and supporting material for distribution
 Post and distribute the approved agenda according to approved HBDBID policies and
the Brown Act
 Take and draft minutes of Board meetings and other committee meetings, as directed by the HBDBID Manager, for review by the HBDBID Manager and HBDBID President

Other Duties
 Perform related duties as directed by the HBDBID Manager, and maintain consistent,
punctual and regular attendance
Qualifications
 Proficient in Microsoft Office products-especially Excel
 Ability to perform accurate financial recordkeeping
 Ability to learn accounting, market, publishing, mail distribution, and website builder software
 Ability to understand and adhere to the HBDBID policies and procedures
 Ability to communicate clearly and effectively, both orally and in writing and to exhibit empathetic listening

-Ability to establish, promote and maintain positive working relationships with others, both internally and externally through customer contact and social media, to achieve HBDBID goals

Job Type: Part-time

Experience:

  • Administrative Assistant: 1 year (Required)