Office and Membership Administrator

Digest topic: Jobs & Internships


organization:City Club of Portland
position summary:

This is a full-time position with a broad set of responsibilities touching on multiple aspects of City Club’s operations. The office and membership coordinator plays a vital role on a highly interdependent team of 4 staff members and hundreds of volunteers. The office and membership administrator reports to the executive director.


I.Office Management 1.Manage system for processing receivables. Routine functions include processing and tracking membership payments, donations, program revenue and other income. 2.Manage system for processing accounts payables. 3.Manage routine personnel functions, including processing payroll and administering employee benefits. 4.Provide office administrative support; including answering phones; producing correspondence; taking meeting minutes; maintaining financial, legal and personnel records; and other tasks and projects as assigned. 5.Work with computer support to maintain information systems and equipment. 6.Support overall operations by maintaining an adequate inventory of supplies, well functioning office equipment and a clean, tidy and comfortable work environment.

II. Membership Records and Service 1.Provide services to members and member-prospects, including responding to inquiries, producing mailings and managing files. 2.Serve as staff person to connect members with Club activities. 3.Coordinate the spring membership drive. 4.Ensure the integrity of the data in the membership/development database by maintaining accurate members’ records including all gifts and dues. 5.Produce monthly renewal notices, record payments and resolve issues related to members’ membership renewals 6.Process new members’ applications; prepare new member mailings. 7.Staff Membership Committee, supporting their routine work and special initiatives. 8.Provide support to the President Elect and Executive Director for conducting the Annual Fund campaign and coordinate fund-raising event logistics.

Salary / Pay Rate:$35,000
Required Skills and Abilities:A.Related work experience in office, financial and data management. B.Database management experience required. Experience with Exceed highly desirable. C.Word processing, accurate data entry, document management and basic spreadsheet skills required D.Proficiency with QuickBooks highly desirable E.Resourcefulness, creativity, commitment to excellence and a service-oriented mindset are essential. F.Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility G.Ability to manage multiple and changing priorities H.Problem solving skills, including diagnosing technical malfunctions I.History of working effectively with volunteers J.Ability to work independently and as part of a team K.Ability to maintain sensitive and confidential information
Qualifications:To apply: Please send a resume and cover letter to [email protected], Attn: Office and Membership Administrator Search, by November 20. No phone calls, please.