American Association of Petroleum Geologists

ADMINISTRATIVE ASSISTANT - MEMBERSHIP Reports To: Member Services Manager Employment Status: Regular Full-Time Organization Classification: (Reserved for later) Positions Reporting Directly to this Position: None Position Summary: Process and maintain membership records, prepare system records reports within the Member Services Department; processes daily mail and logs checks received for the Accounting Department; and monitors and coordinates visitor/vendor access to the facility. Essential Functions: 1. Accurately processes all varieties of membership applications (AAPG and Divisions) according to Association bylaws and department protocols to assure that membership determinations can be made promptly and that these records are entered correctly so that new/renewing members promptly receive their membership materials. 2. Process all lock box information daily to update member profiles and validate and make address corrections within the member records system (iMIS) to facilitate member communications activity. 3. Prepare and distribute various iMIS reports to respond to staff and membership committee requests as directed by immediate supervisor. 4. Implement administrative processes to distribute membership surveys to targeted market segments and monitor receipt and preparation of data for analysis by management staff. 5. Process incoming mail twice daily; and accurately log checks received by AAPG and provide copies of logs to GL accountants and the receivables Accounting Specialist. 6. Monitor lobby area for visitors/vendors/members, log and process them into the facility by maintaining the visitor log information and providing them with visitor credentials; and then contacting the appropriate staff member to escort them within the facility. Other Functions: 1. Provide assistance with quarterly meeting preparations for the Divisions Manager as requested subject to workload requirements as determined by the Membership Manager. Position Requirements: Experience: Two to three years experience in an administrative support role that includes high volume data input and tending to details related to financial records. Customer service experience which includes receiving the public is preferred. Education/Certifications/Licenses: High School diploma or equivalent is required for this position Job Specific Skills and Knowledge: Intermediate computer skills (database administration software and MS Office) Skilled in communicating with and greeting members of the public Department: FLSA Classification: Non-Exempt Date Last Revised: 1/30/13

Core Competencies: Quality Work Output important priorities. Produces high-quality work with few errors within deadlines; uses resources effectively; concentrates on

Customer Focus - Is dedicated to meeting expectations and requirements of internal and external customers; gets first-hand customer
information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Teamwork - Encourages collaboration by fostering open dialogue; defines success in terms of the whole team; finds common ground and
solves problems for the good of all areas; recognizes when issues are cross-functional in nature; has interpersonal savvy; relates well to others.

Integrity and Trust - Is widely trusted as an individual whose word can be relied upon and who delivers on commitments; refrains from
gossip or talking badly about co-workers/customers and confronts issues directly; presents the truth in an appropriate manner; keeps confidences; admits mistakes; conducts him/herself at all times in a manner that reflects credit on his/herself and the organization.

Communication - Provides timely information so that accurate decisions can be made; practices attentive and active listening; accurately
portrays the opinions of others even when he/she disagrees; conveys information and ideas clearly and positively both in oral and written communication.

Learning on the Fly A relentless and versatile learner, open to change and willing to experiment to find solutions; enjoys the challenge
of unfamiliar tasks, learns quickly when facing new problems; analyzes both successes and failures to continuously improve; an innovator who comes up with a lot of new and unique ideas and has good judgment about which creative ideas and suggestions might work; willing and able to brainstorm with others.

Physical Demands: In order to accomplish the essential functions of this position, the following are required: Extensive amounts of sitting and working on a computer for 7-9 hours per day and the routine lifting of 15 lbs. Normal levels of vision and hearing and the ability to speak clearly with visitors and staff members (in person and by telephone) Must be capable of regular and reliable attendance. Working Conditions: This position is performed entirely indoors in an open work station within a public area Mental and Emotional Requirements: This position requires: Understanding and following oral and written instructions and following established procedures for extensive data entry work Remaining at the workstation for extended periods of time and fixed breaks Ability to multi-task and remain calm coping with multiple distractions and interruptions while providing a work product requiring extreme accuracy Safety/Security Requirements: None Nothing in this position description restricts managements right to assign or reassign duties and responsibilities to this job at anytime. Incumbent Acknowledgement: I acknowledge that I have read this Position Description and can perform the Essential Functions as described without accommodation. I understand that should I require accommodation now or in the future, I should make a request by following the procedures outlined in the AAPG Policies and Work Rules Handbook. ________________________________ Signature _____________________________ Date

Administrative Assistant - Membership 1/30/13

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