Office and database coordinator

Location

Jefferson City, MO | United States

Job description

Job Summary:

As the Office and Database Coordinator at MML, you will play a key role in ensuring the smooth functioning of the organization. You will be responsible for managing inventory levels of office/event supplies, supporting various membership-related activities and maintaining an accurate and up-to-date member database. This position requires attention to detail, excellent organizational skills, and the ability to handle multiple tasks efficiently. It offers an opportunity for self-directed project management and growth. This position reports to the Director of Policy and Administration.

Responsibilities:
Please note: While the duties below are the responsibility of this position, part-time staff is available to assist.

• Database Management
• Maintain and update member management database (iMIS), ensuring data accuracy through regular maintenance activities and scheduled reports.
• Assist members with logging into website and accessing member materials.
• Generate database reports.
• Troubleshoot and resolve database-related issues promptly, reporting unresolved issues to the Director of Administration and Policy.
• Coordinate the collection, organization, and storage of membership records, including annual member directory updates.
• Work closely with team members to ensure integrity and reliability of membership data.
• Monitor job postings and classified ads, approving/posting as needed.
• Manage Incoming/Outgoing Mail
• Conduct mass mailings as needed, such as annual membership dues.
• Distribute incoming mail daily.
• Monitor emails to [email protected] and respond or redirect as appropriate.
• Payment Processing
• Manage billing and invoicing for membership dues, events, advertising, etc., including affiliate organizations, recording payments accurately in membership database.
• Ensure incoming checks are entered into the check log.
• Process applications for membership, including affiliate organizations.
• Assist with event and conference preparation, including name badges, management of onsite registration, and attendee packet preparation. Overnight travel required for MML Annual Conference.
• Coordinate new member welcome/onboarding information, promotional packets for interested members/affiliates, advertisers, etc.
• Prepare (quarterly) MML Board Meeting agenda and supporting materials, with timely distribution and updated board roster.
• Policy Statement Preparation
• Work with MML staff to update policy as it moves through committee process each year.
• Coordinate materials for policy committee meetings and annual policy statement.
• Arrange for printing of final statement.
• Office supply coordination
• Manage inventory of office supplies and event materials.
• Keep office organized.
• Prepare annual calendar of events.
• Other duties as assigned.

Qualifications:

• Associate degree preferred.
• Proven experience in database management and records coordination.
• Strong organizational, project management and project prioritization skills.
• Proficiency in member management databases a plus.
• Payment processing experience.
• Excellent communication and interpersonal abilities.
• Familiarity with membership associations is a plus.

About Missouri Municipal League:

The Missouri Municipal League (MML) is a statewide association representing the interests of municipalities and municipal officials in Missouri. Dedicated to promoting effective local government, MML provides advocacy, education and networking opportunities to 650 member cities across the state.

How to Apply:

Interested candidates should submit a resume and cover letter to [email protected] or via mail by the end of day April 5, 2024. Please include "Office and Database Coordinator" in the subject line. Mailing address is 1727 Southridge Drive, Jefferson City, Missouri 65109.

The Missouri Municipal League is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.

Job Type: Full-time

Pay: $42,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Jefferson City, MO 65109: Relocate before starting work (Required)

Work Location: In person

Job tags

Salary