SAFMC Recruitment Announcement

Primary Duties and Responsibilities: Responsible for arranging meeting sites, negotiating contracts and prices, acting as the facilitating liaison with Council members, staff reservations, reviewing and auditing subsequent billings. Researches and procures meeting locations. Screens potential locations to ensure that meeting logistical requirements are met. Initiates and tracks travel orders, reviewing and auditing claims for payment, and maintaining the Council activity schedules. Selects, stages, loads, and transports recording and AV equipment to various meetings within our geographical area. Sets up and operates the recording and AV equipment and troubleshoots, as necessary. Attending meetings when necessary to provide administrative support, meeting room set up and break down, material distribution, and other activities as may be required. Submits grant reports to the regional office. Coordinates state grants with the submission and proper documentation for payments under their annual contracts. Coordinates running meetings via webinar and provides technical support. Receiving visitors and telephone calls, ascertaining nature of call or visitor and determining appropriate action. General office duties such as mail distribution, supplies management, correspondence tracking. Responding to information requests from staff and others either through personally handling or directing to appropriate source. Follows up on required actions and keeps the appropriate individual informed of the status. Operating other office equipment as applicable to work applications. Filing and organizing documents. Transcribing meeting materials. Performs other duties as assigned by the Administrative Officer. Knowledge, Skills, and Qualifications Minimum Education/Experience Requirement: Associate degree and 1 year of related experience or a high school diploma and five years of related experience.

Preferred Experience: At least 3 years of professional experience coordinating travel arrangements and providing onsite meeting support. Dependability, resourcefulness, and a work ethic dedicated to providing support to the Council and staff. The individual must have the ability to travel and operate independently. Proficiency in Microsoft Office (Word, Excel, Power Point and Outlook) is a must. Proficiency with webinar software required. Goto Webinar experience preferred. The individual must have the ability to communicate with and successfully work with staff, Council members, and the public concerning support of the Council's mission. Ability to communicate effectively with vendors in negotiations and contractual situations. Experience in supporting various constituencies in dynamic environments. The ability to troubleshoot audio-visual related problems during meetings. Strong organizational skills are required to manage multiple projects simultaneously. Maintain a valid driver's license. The ability to lift 50lbs.

Supervisory Responsibilities: None Supervision Received: Works under the direct supervision of the Administrative Officer.

Travel Requirements: Is available to travel an average of 70 meeting days per year to both local and out of town meetings in support of Council activities with out of town trip durations of 2 to 6 days on average. Duties require overnight travel of varied frequency, duration, and destination. Has the ability to transport meeting equipment via personal vehicle.

Work Environment: Work is generally performed in an office or hotel meeting space. Work requires interacting with other staff, colleagues, and partners, informally and formally, individually and through various teams and work groups. Work schedule may occasionally exceed 40 (forty) hours per week. Salary and Term Pay for this position is $45,000/year with benefits. The standard workweek is 40 hours. Additional hours may be required.

Closing Date: Open until filled.