Administrative Support Specialist Wanted
Details
Reports to: Board Chair
Position Type: Non-Exempt
Hours: 20 hours per week (schedule may vary; overtime requires prior approval)
Hourly Rate: $25.00/hour
Work Environment: Flexible, In Person
Position Summary
The Administrative Support Specialist plays a vital role in supporting the Chamber’s daily operations, membership management, and financial processes. This position combines administrative support, member support services, and bookkeeping assistance to ensure efficient office operations and positive member experiences.
The ideal candidate is detail-oriented, organized, tech-savvy, and able to manage multiple responsibilities while maintaining accuracy and professionalism.
Key Responsibilities
Membership Management
- Process new membership applications via Wild Apricot
- Verify payments, update contact information, and activate accounts
- Maintain accurate member records in Pipe Drive and internal tracking systems
- Manage membership renewals, invoicing, and billing schedules
- Handle membership changes, drops, and database updates
- Coordinate updates to the Chamber website with external vendors
- Prepare and mail membership invoices, renewal letters, and annual decals
Financial & Payment Processing
- Record and track payments (credit card, check, sponsorships, events, advertising)
- Maintain and reconcile financial tracking spreadsheets
- Generate invoices for sponsorships and special billing scenarios
- Coordinate with accounting/bookkeeping support to resolve discrepancies
- Track payments and registrations for Chamber events
- Support commission tracking and financial reporting for events
Administrative & Office Support
- Cover reception desk and provide support to visitors and members
- Answer phones and respond to email inquiries professionally
- Organize and schedule meetings and appointments
- Maintain office filing systems (digital and physical)
- Perform general administrative duties (filing, scanning, copying, typing)
- Order office supplies and coordinate equipment repairs
- Pick up and process mail, including copying and routing checks
Reporting & Documentation
- Prepare monthly financial and activity reports for internal use and Board
meetings - Organize and clean data from systems such as Wild Apricot and Personify
- Maintain accurate documentation and records for auditing and reporting
- Communications & Member Support
- Assist members with account access and login issues
- Respond to member inquiries and provide information
- Generate membership and event lists as needed
- Ensure timely, accurate communication with members and stakeholders
Event Coordination & Support
- Assist with planning and execution of Chamber events, including:
- Gala
- Golf Tournament
- State of Business
- Business Expo
- Ribbon Cuttings & Member Events
- Track event registrations and payments
- Support logistics and onsite event execution
- Coordinate event-related administrative tasks
Vendor & Technical Coordination
- Liaise with external vendors (e.g., website, IT support)
- Assist with printed directory advertising coordination (invoicing, artwork, outreach)
- Help resolve technical and system-related issues
Qualifications
- High School Graduate or GED
- 2+ years of administrative, membership, or bookkeeping experience (Chamber or
- nonprofit experience preferred).
- Proficiency in Microsoft Office (especially Excel and PowerPoint).
- Experience with systems such as Wild Apricot, Pipe Drive, Personify, or similar CRM/accounting tools preferred.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills
- Ability to work both independently and collaboratively
- High attention to detail and accuracy
- Strong customer service mindset with a positive, team-oriented attitude
Key Skills & Competencies
- Organization and multitasking
- Communication and customer service
- Data management and accuracy
- Problem-solving and adaptability
- Self-motivation and accountability
To Apply: Please submit your resume and cover letter to ceo@antiochchamber.com.
Equal Opportunity Statement or click the button below to submit your resume.
The Antioch Chamber of Commerce is an equal opportunity employer and does not discriminate based on race, color, religion, sex, age, national origin, veteran status, physical or mental disability, or sexual orientation.
Administrative Support Specialist Application
Complete the form below to apply