Position Title: Membership and Office Associate
Reports To: Executive Director
The Rocky Mountain Section of the American Water Works Association (RMSAWWA) is a 501(c)(3) non-profit scientific and educational membership association dedicated to managing and treating water. We are one of forty-three Sections (chapters) of the American Water Works Association. We provide opportunities for members to get involved at the local level. Our mission is to provide solutions for the Rocky Mountain region to effectively manage water, the world’s most important resource. Our membership consists of 2,270 individual members, over 200-member utilities and 40 service providers located in Colorado, Wyoming and New Mexico. We offer a fun work environment in a field that ensures a better world through better water.
Description of Position: The Membership and Office Associate directly supports a wide range of organizational, administrative, scheduling, communications, bookkeeping and record keeping functions. This position assumes general office administration responsibilities as well supports membership programs and events. The ideal candidate is a self-starter who can work independently, provide excellent customer service and maintain office management systems.
Areas of Responsibility: The following are responsibilities that may be assigned.
Update, maintain and improve membership databases and distribution lists, perform regular database cleanup processes, track expired members, troubleshoot data related topics and prepare reports.
Assemble membership materials and information and distribute on behalf of the Executive Director.
Customer service contact for member and prospective member inquiries through email, phone and website.
Assist in updating and maintaining web pages and website content.
Participate in developing and maintaining messaging and content for social media channels.
Assist the Executive Director with planning and preparing materials for board meetings, committee meetings, volunteer meetings and other activities and events.
Training and Events:
Assist with carrying out a year-round calendar of training events, seminars, workshops, conferences and fundraising activities. Includes securing venues, coordinating on-site arrangements, catering and post-event follow up.
Assist with administering events by preparing online registration forms in Your Membership system, developing event templates and processes, fielding registration questions, coordinating details with committee members, updating event flyers and marketing materials, producing registration reports, name badges and assisting with pre and post-event electronic communications.
Coordinate continuing education credits with state certification programs including preparing certificates, responding to member inquiries and archiving and posting attendance rosters to internal and external systems.
Ensure timely and accurate processing of event registrations, prepare invoices, monitor payments and reconcile events using digital processes.
Assist with fundraising efforts by sending acknowledgement letters to donors and maintaining files.
Manage accounts receivable process and follow up on outstanding accounts receivable.
Assist the Executive Director with preparing financial reports, budgeting, bank deposits, expense reimbursements and venue contracts.
Office and Administrative:
Support the Executive Director with scheduling, planning, research, document management, maintaining office systems and communications.
Perform administrative tasks such as preparing correspondence and board meeting materials, taking meeting minutes, following up on assigned action items, making copies and scanning documents.
Attend local in-person meetings, video/conference call meetings and participate in events as assigned.
Requirements and Skills:
Four-year college degree preferred.
2 to 3 to three years’ administrative, member services or events experience, in a non-profit association setting desirable.
Previous experience with association management systems (AMS), CRM or databases is preferred.
Adept at working with IT applications with ability to learn and master Your Membership (AMS).
Demonstrated proficiency in the use of Microsoft Office products with strong excel skills.
Ability to learn basic bookkeeping and experience with QuickBooks Online preferred.
Ability to learn new technology solutions as needs of job and available technologies evolve.
Excellent customer service, written, verbal and communication skills.
Detail-oriented with strong planning, time management and organizational skills and willingness to take on multiple and differing responsibilities.
Potential overnight travel estimated 4 to 6 nights per year (depending on budget and on-site needs).
Completion of satisfactory background check required.