Nixa Chamber of Commerce Job Description
Position: Office Coordinator
Updated June 2011
Reports to: Executive Director
Job Purpose:
The Chamber Office Coordinator supports the Executive Director and Chamber membership by
facilitating efficient day-to-day office operations, performing administrative and office duties.
Job Requirements:
Two to three years professional experience in an office setting. Associates degree in office administration
preferred. Proficiency with typing, data entry and software programs including, but not limited to Microsoft
Word, Excel, Publisher, Power Point and QuickBooks Professional. Must be proficient in the English
language.
Must be able to lift at least 25 pounds, agility. Prefer Nixa residency.
Job Qualifications:
1. Personal qualities such as integrity, a positive outlook, energy, and a professional demeanor.
2. Excellent interpersonal and communication skills with a diverse range of people.
3. Management ability: results-oriented; good organizational skills.
4. Ability to plan and execute tasks in an organized and timely manner with minimum supervision.
5. Must be able to effectively manage multiple tasks simultaneously in a busy environment, to
remain flexible to changing work demand and function calmly and productively under stress.
6. Commitment to the organization’s mission.
Key Duties and Responsibilities
The Office Coordinator shall adhere to the policies and procedures to complete the mission of the
chamber, and upon request, perform any other duties as prescribed by the Executive Director.
Including but not limited to:
General:
1. Greet visitors and determine whether they should be give access to specific individuals and/or
provide them with information about Chamber members.
2. Answer phone calls and direct calls to appropriate parties or take message using duplicates for
phone messages (complete messages containing name, number and reason for call).
3. Performs general office duties, such as ordering supplies as needed (Executive Director approval).
4. Open, sort and distribute incoming correspondence, including faxes and e-mail.
5. Assist with mailings: addressing envelopes, assemble, fold and stuff envelopes.
6. Actively participate in registration for Chamber events, meetings and new members. Responsible
for entering and maintaining date in ChamberMaster software.
7. Maintains event calendar and website content. Ensures all information is up-to-date and accurate.
8. Working with leadership staff, provides administrative support for all aspects of the organization
including, but not limited to, events, fundraising, mailings, handouts, e-mails, etc.
9. Prepare Powerpoint presentations as needed for GML, WWIN, etc.
10. Responsible for maintaining accurate files.
11. Assist other chamber staff as directed by the Executive Director
12. Assist to keep chamber office clean and organized
13. Keep files organized
14. Assist President in creating timelines, procedure sheets and checklists for all aspects of chamber.
15. Conduct research, compile data and prepare papers for consideration and presentation by
executives, committees and boards of directors.
16. File and retrieve corporate documents, records and reports.
17. Must be available for Nixa Chamber special events, rarely weekends.
Communication & Correspondence Coordination:
1. Assist with coordinating membership management including, but not limited to updates and
requests
2. Communicate additions, deletions, changes of meetings and website information to the Executive
Director and chamber staff through established routing system
3. Assist in preparing drafts and final copy for correspondence, minutes, reports, speeches and
similar material.
4. Maintain schedules of meetings of Chamber groups and telephone or email committee members
to remind them of such meetings when required.
5. Maintain the Chamber’s website content as directed by the Executive Director.
6. Maintain the Chamber’s master calendar content as directed by the Executive Director.
7. Communicate additions, deletions, changes of meetings, ribbon cuttings, member information to
Executive Director and chamber staff through established routing system.
8. Serves as direct contact for members and community members. Accepts payment on accounts,
and serves as liaison between staff and customers as necessary.
Meeting, Team & Event Coordination:
1. Assist with preparing communications to members.
2. Assist with planning and preparation, scheduling team meetings, notifying members, typing
agendas and reminding members of scheduled meetings
3. Assist for meetings and events.
4. Schedule ribbon cuttings.
5. Maintain required spreadsheets.
6. Assist in preparing drafts and final copy for correspondence, minutes, reports, speeches and
similar material.
7. Communicate additions, deletions, changes of meetings, ribbon cuttings to Executive Director
and chamber staff through established routing system.
8. Maintain schedules of meetings of Chamber groups.
9. Maintain Group lists on ChamberMaster.
10. Assist with information responsibilities of committees & events as necessary.
11. Participate in committee work as directed by the Executive Director.
12. Work during NIXPO and other weekend and after-hours events as directed by the Executive
Director.
Membership Services & Coordination:
1. Assist in completing prospective, new member, renewal, and non renewal check list.
2. Communicate to chamber staff and Director and record additions and deletions for directories,
web page, mailing list, accounting and other modes listing member name and information.
3. Maintain inventory of chamber brochures and other needed materials.
Prospective Member:
1. Visit prospective members.
2. Maintain current list of prospective members.
3. Follow prospective member to becoming a new member.
4. Maintain spreadsheets and prepare reports for Executive Director and Board of Directors.
New Member:
1. Meet with New Member.
2. Assist in completing new member checklist as described on checklist including scheduling ribbon
cutting, attendance at member briefing and assuring new member is familiar with updating
ChamberMaster information.
Renewals:
1. Assist with contacting renewing members as directed by the Executive Director.
2. Assist in completing renewal check list as directed by the Executive Director.
Membership Correspondence Coordination:
1. Assure new member information is up to date and revised as needed with the approval of the
Executive Director.
Non Renewals:
1. Make and document collection calls, follow up until contact is made.
2. Assist in completing non renewals checklist as described on checklist.
3. Prepare report for monthly Board Meetings.
Ribbon Cuttings:
1. Schedule ribbon cuttings & reminders.
2. Assist member having ribbon cutting.
3. Attend ribbon cuttings.
Chamber Team/Committee Responsibilities:
1. Participate in team work as directed by the Executive Director.
2. Assist with member teams directed by the Executive Director.
3. Work during NIXPO and other weekend and after-hours events as directed by the Executive
Director.
Relocation and Visitor Responsibilities:
1. Direct visitors to various chamber members and meetings in the community.
2. Direct tourists to various attractions and accommodations in the area.
3. Distribute maps, brochures and information as needed.
Board Meetings:
1. Copy agenda and any information needed for board packets as directed by the Executive
Director.
2. Make changes reflecting Board decisions (when directed).
Financial Management
Key Responsibilities:
1. Prepare invoices for all Chamber billing including, but not limited to:
 New Members
 Renewals invoices or statements for renewals, oops and approaching cancellations NonRenewals
 General Membership Meeting
 WWIN Meeting
 XMIN Meeting
 All events
2. Prepare invoices reports, memos, letters, financial statements and other documents, using word
processing, spreadsheet, database or presentation software.
Vendor Accounts:
1. Enter Accounts payable after President’s approval.
Accounting Responsibilities:
1. Assist in completing new member, renewal and non-renewal checklist.
2. Print and distribute receipts for fees as needed.
3. Receive all monetary reimbursements for the Chamber and correctly code each transaction in
QuickBooks.
4. Maintain Accounts Payables/Receivables records.
 Prepare and mail invoices and statements by the 5th of each month; if the 5th falls on a
weekend or holiday, mail the 1st working day thereafter.
 Print and mail invoices for additional fees.
Tasks:
1. Operate computers programmed with accounting software to record, store and analyze
information.
2. Check figures, postings and documents for correct entry, mathematical accuracy and proper
coding.
3. Classify, record and summarize numerical and financial data to compile and keep financial
records on computers.
4. Debit, credit and total accounts on computer spreadsheets and databases, using specialized
accounting software (QuickBooks).
5. Operate 10 key calculators, computers and copy machines to perform calculations and produce
documents.
6. Receive, record and bank cash, checks and credit card payments.
7. Compile statistical, financial, accounting or auditing reports and tables pertaining to such matters
as cast receipts, expenditures, accounts payable and receivable, and profits and losses.
8. Code documents according to company procedures.
9. Reconcile or note and report discrepancies found in records.
Perform other duties as assigned.
See supervisor for further details of daily, weekly and monthly responsibilities