Available Positions

Executive Assistant

Summary

Provides assistance to the President/Executive Director, including board activities, publications, volunteerism, and special events planning, to create and maintain favorable public image for non-profit organization by performing the following duties. With the direction of the President, oversees daily operations of office duties, manages all financial records, and assist with economic development activities. Attends all Cocke County Partnership sponsored activities and functions, which includes some nights and weekends throughout the year.

Essential Duties and Responsibilities include the following; other duties may be assigned.

  • With direction of the President, prepare all written communication
  • Maintain attendance records and personnel files for all employees
  • Prepare bi-monthly payroll checks for all employees
  • Conduct new employee orientation to explain benefits/policies
  • Process new employee enrollment in insurance and retirement benefits
  • Prepare and process bi-monthly accounts payable checks and records
  • Prepare and process accounts receivable, including bank deposits
  • Prepare and submit all payroll tax deposits
  • Prepare and submit all quarterly and annual payroll tax filings
  • Prepare and submit monthly retirement contribution reports
  • Prepare and distribute monthly meeting notices
  • Prepare agenda for monthly meetings
  • Record and prepare minutes for monthly meetings
  • With direction of the President, oversee annual budget
  • Work closely with auditors during annual audit process
  • Prepare annual tax return (Form 990)
  • With direction of the President, creates various types of communication of information or information designed to keep public informed of non-profit organization’s services
  • With direction of the President, prepares and distributes fact sheets, news releases, photographs, or scripts to media representatives and other persons who may be interested in learning about or publicizing organization’s activities or services
  • Represents non-profit organization during organization and community projects and at public, social, and business gatherings
  • Generates internal and external communication, including gathering data, taking photographs, selecting graphics, or designing format or publication, and determining distribution methods
  • Plans and coordinates and/or assists with special events such as community educational and awareness functions

Supervisory Responsibilities

No official supervisory responsibilities, however the duties as described require some managerial skills for office to operate in a highly efficient manner.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

  • Analytical – Collects and researches data; Uses intuition and experience to complement data.
  • Design – Generates creative solutions; Demonstrates attention to detail.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Customer Service – Responds promptly to customer needs; Responds to requests for customer assistance; Meets commitments.
  • Interpersonal Skills – Maintains confidentiality; Keeps emotions under control; Remains open to others’ ideas and tries new things.
  • Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
  • Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Teamwork – Balances team and individual responsibilities; Exhibits objectively and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone’s efforts to succeed.
  • Business Acumen – Understands business implications of decisions.
  • Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
  • Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.
  • Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  • Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  • Judgement – Displays willingness to make decisions; Exhibits sound and accurate judgement; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and considerations regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Quality – Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.
  • Quantity – Completes work in timely manner; Works quickly.
  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
  • Attendance/Punctuality –  Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Initiative – Asks for and offers help when needed.
  • Innovation – Meets challenges with resourcefulness; Presents ideas and information in a manner that gets others’ attention.Qualifications

To perform this job successfully, an individual must be able to perform each above listed essential duty satisfactorily.

Education and/or Experience

Minimum qualifications include high school diploma and a minimum of two years of proven and successful similar work in an office setting. Preference will be given to candidates who have an Associate’s degree (A. A.) or equivalent from two-year technical school; or two of more years of related experience.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or government regulations. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and public.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have working knowledge of Quickbooks Accounting software, Quickbooks Payroll Systems, Constant Contact; Microsoft Outlook, Microsoft 365, Sharepoint, Microsoft Access Database software, Microsoft Publisher Design Software, and proficient in Microsoft Office systems Word, Excel, Powerpoint, and OneNote.

Certificates, Licenses, and Registrations

Current Valid Driver’s License

Other Qualifications

Must possess professional maturity, objectively, good judgement, problem solving skills. Must have excellent written and verbal communications, excellent telephone etiquette. Must have attention to detail. Should possess a record of being a team player and forming effective working relationships. Should be self-confident, persistent, energetic, highly motivated, well organized and time flexible. Must be able to work the occasional nights and weekends for special events. Must be able to occasionally travel for training and/or conferences.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms to talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Qualified applicants should submit a resume, cover letter, and three references to:

Lucas Graham, President
Cocke County Partnership
433 Prospect Avenue
Newport, TN 37821

Resumes may also be submitted electronically to lgraham@cockecountypartnership.com

Deadline for submissions is December 2, 2016.