EXECUTIVE ADMINISTRATOR JOB DESCRIPTION

Transcription

1 3323 Port Street! Nampa, ID! (208) EXECUTIVE ADMINISTRATOR JOB DESCRIPTION General 1. To be familiar with the Code of Ethics and Bylaws and to be willing to uphold both at all times. Violations to either should immediately be reported to the President and/or Board of Directors. 2. Run errands when necessary. 3. Assist the President with preparing the weekly teleconference agendas as requested. 4. Direct and supervise temporary agency workers. When the workload dictates, temporary agency workers can be utilized, but they may not work more than 15 hours per week. 5. Reports directly to the ISIADA President and Board of Directors and performs additional tasks as requested by this governing body. Membership 1. Obtain an updated membership log that includes the dealership name, dealer number, dealer principal name (or designee), address, phone number, personal cell phone number, fax number, and address from the Office Administrator for use in promoting ISIADA.

2 2. Promote ISIADA and the benefits of becoming a member whenever the opportunity presents itself. 3. Assemble and mail out or hand deliver membership recruitment packets, which shall include a starter pack of all forms. 4. Organize Membership Drives as directed by the President and/or Board of Directors. 5. Contact all auctions and/or vendors participating in the VIP Card program on an annual basis to contract with them for the upcoming year; any changes should be made at that time. 6. Contact new, prospective vendors regarding participation in the VIP Card program (transport companies, insurance companies, etc.). 7. Prepare articles for the ISIADA newsletter. This includes gathering articles from outside sources/contributors, in addition to personally writing articles and/or compiling important information the general membership should be made aware of. 8. Assist with layout of the ISIADA newsletter as necessary. Assist with printing and mailing and/or posting the newsletter to the website. 9. Obtain deadline dates from NIADA for article submission for the national newsletter and notify those who regularly submit articles. 10. Around the first of each month, a monthly plan will be submitted to the President for approval. This plan will detail the names of dealers/dealerships who are to be visited at their dealer locations. In addition, an estimate for the number of miles to be driven that month, including dealer visits, auction attendance, and association business will be included in the monthly plan. A minimum of 40 dealers per month will be visited (half of those to be current non-members) and a minimum of 4 current non-member dealers shall become members. 11. The company car shall be used to promote ISIADA whenever possible, including, but not limited to, dealer visits, auction attendance, and association business. A mileage log and all fuel receipts will be kept for reimbursement purposes and will be submitted at the end of each month. Out-of-town trips are to be pre-approved by the President and/or Board of Directors. The company car shall never be utilized for personal trips/purposes/vacations. No mileage and/or reimbursements will be made for the use of personal vehicles, unless pre-approved by the President and/or Board of Directors. 12. All dealer visits will include introducing the new website with a hands-on instruction. A signed log of all dealer visits will be maintained and submitted on a monthly basis, or upon request by the President and/or Board of Directors.

3 Correspondence: Telephone, Fax, Mail, Website 1. Answer all incoming calls and assist caller. When necessary, refer calls to the appropriate person including, but not limited to, President, Board Member, Education Administrator, and ITD. 2. Take messages from incoming callers as needed or when necessary. 3. Check voice mail messages and return all calls in a timely manner. When it is necessary to refer a call to someone else, return the call personally and let the caller know who will be returning their call so they know the message was retrieved. 4. Check messages and respond in a timely manner. 5. Take appropriate action regarding all incoming fax documents. 6. Fax outgoing documents to appropriate recipients as needed. 7. Take appropriate action regarding all incoming and outgoing mail. 8. Maintain the website, making certain all information is accurate and up-to-date. Dealer Education & District Meetings 1. Create and maintain a registration log for all upcoming education classes and district meetings. Keep the registration logs updated. Make phone calls to all dealers on ITD s list of dealers who need education credits and to all dealers that attended the district meetings the previous year. 2. When dealers call to register for education classes or district meetings, encourage all non-members to join ISIADA. 3. When registering dealers for upcoming education classes or district meetings, collect payment in full. 4. For all continuing education classes and district meetings, create a sign-in sheet from the registration log (two copies per class/meeting one for first half of the class/meeting, one for the second half of the class/meeting) and class attendance certificates for each registered dealer the day prior to the class/meeting. For all pre-licensing dealer classe, create a sign-in sheet from the registration log the day prior to the class.

4 5. Print and assemble class materials (books) for all continuing and pre-licensing dealer education classes and district meetings. 6. Arrange and attend Continuing Education classes in Boise once a month and other Districts as scheduled. a. Confirm location and setup meeting (classroom style) with screen and registration table. Set up break area with refreshments. b. Purchase coffee, water, and cookies for each class. c. Gather all required supplies for the Education Administrator (registration and sign-in sheets, copier, copy paper, stapler, class materials (books), pens, handouts, certificates). d. Assist the Education Administrator with registering students at each of the classes. Take a photocopy of each attendee s dealer license or driver s license. Have each dealer sign a waiver. e. Pack up when class is over. f. Make certain dealer numbers are on the sign-in sheets and fax or scan and to ITD (Operations Supervisor) no later than the morning following the class. g. File the signed sign-in sheets. 7. Arrange and attend Pre-licensing Dealer Education classes in Nampa once a month. a. Setup meeting (classroom style) with screen and registration table. b. Purchase coffee and water and ice for each class and set up. c. Set class materials (books), pens, handouts, and highlighters for each student. d. Print tests for the number of students taking each class. e. Assist the Education Administrator with registering students at each of the classes. Take a photocopy of each attendee s driver s license. Have each student sign a waiver. Have each student fill out a pizza choice slip. f. Figure out individual pizza orders and order pizza at 10:00 a.m. for a 12:00 noon delivery. g. Distribute a "starter" pack of forms and a membership recruitment packet to each pre-licensing dealer education student along with a membership discount coupon. h. Clean up when class is over. i. Grade the tests no later than the morning following the class. Log student s scores and assign a certificate number. Notify each student of their score. Fax or scan and student s name, test score, and certificate number to ITD (Operations Supervisor). j. Create certificates and mail to passing students. k. Copy all tests and deliver to ITD. File the original graded tests. 8. Arrange and attend District Meetings in Twin Falls, Pocatello, Idaho Falls, Boise, Coeur d Alene, and Lewiston. (Cathy Sexton will arrange the District Meeting in Idaho Falls). a. Find location and arrange setup of meeting (classroom style) with screen and registration table. b. Arrange a light lunch. c. Arrange lodging for the Education Administrator, Executive Administrator, and President. d. Notify ITD of the dates for the District Meetings to verify their attendance at any/all of the meetings. Make certain to include their introductions on the meeting agenda.

5 e. Gather all required supplies for the Education Administrator (registration and sign-in sheets, copier, copy paper, stapler, class materials (books), pens, handouts, certificates). f. Assist the Education Administrator with registering students at each of the meetings. Take a photocopy of each attendee s dealer license or driver s license. Have each dealer sign a waiver. When you are unable to attend, arrange for an assistant to help the Education Administrator with registering students at each of the meetings. (Board Members usually help in their districts). g. Pack up when the meeting is over. h. Make certain dealer numbers are on the sign-in sheets and fax or scan and to ITD (Operations Supervisor) no later than the morning following the class. i. File the signed sign-in sheets. Accounting/Bookkeeping 1. Collect full payment for all transactions at the time of the sale, making certain to handle credit card information according to all privacy policies. 2. Assist the Board of Directors in keeping the Accounts Receivables at a zero balance by enforcing the pre-payment policy for all education classes and for all cost of goods sold. Inventory Management 1. Order and maintain the inventory of all ISIADA-approved forms after first consulting with the Office Administrator to make certain the order is warranted. 2. Monitor and count the inventory at the ISIADA office and at Adesa Auto Auction on a weekly basis. Report the results to the Office Administrator at that time. 3. Shrink-wrap all forms that do not come pre-wrapped and are being taken to Adesa Auto Auction to cut down on torn-off-sheets, crumpled top pages, and stray marks on carbon copied forms. 4. Assemble and shrink-wrap starter packs for new dealers that request a sample of all forms offered through ISIADA. Include a current price list in the pack. 5. Attend the weekly auctions at DAA and Adesa Auto Auction to man the booth which includes selling forms and merchandise, interacting with dealers, and counting the inventory. When it is necessary to miss an auction, an alternate representative must be scheduled to attend. 6. Sales of forms and merchandise at the auction locations must be paid for at the time of the sale. A laptop, a cell phone, or other devices to make credit card purchases possible will be made available to you.

6 7. Pull forms from inventory to fill orders made by telephone and/or internet on a daily basis. Prepare them for shipment and ship via UPS. Special Auctions & Conventions 1. Plan special auctions (such as Scholarship Auctions) and Conventions as directed by the Committee Chairman, President, and/or Board of Directors. 2. During the week of any ISIADA Convention, your presence is expected from Wednesday night until Sunday morning. 3. Attend the Annual NIADA Convention at the request of the Board of Directors. Revised and Updated 10/12/2016