Council of State Governments
  • 14-Jul-2017 to 04-Aug-2017 (EST)
  • HQ-Policy: DC Office
  • Washington, DC, USA
  • Full Time

Medical, Dental, Vision, Life, Short & Long Term Disability, Paid Personal Time, Paid Sick Time, Paid Holidays


The Council of State Governments (CSG), a 501 (c)(3) not-for-profit organization, is the nation's only organization serving all three branches of state government. CSG is a region-based forum that fosters the exchange of insights and ideas to help state officials shape public policy. This offers unparalleled regional, national and international opportunities to network, develop leaders, collaborate and create problem-solving partnerships. To learn more about CSG, please visit us at www.csg.org

CSG is seeking an Office Coordinator at our Washington, DC Office.

JOB SUMMARY

The Office Coordinator is responsible for providing optimal customer service for CSG staff and for all individuals contacting the organization in person and via telephone.

DUTIES & RESPONSIBILITIES

  • Proactively staffs the Director of Federal Affairs, anticipating administrative needs based on scheduled travel, internal/external needs and obligations.
  • Proactively coordinates the schedule, time commitments and travel needs of the Director of Federal Affairs.
  • Receives and directs incoming phone calls.  Oversees the logistical on-boarding of new staff, including coordination with Human Resources, Facilities, Operations, Accounting and IT.
  • Reviews, analyzes and processes employee expense reports and invoices (A/R and A/P).
  • Maintains office supply inventory and purchases office supplies.
  • Reviews, understands and provides informal training and information to staff regarding CSG policies and travel guidelines.
  • Responds to requests for general information.
  • Greets and directs guests to the appropriate CSG staff member.
  • Coordinates and schedules meetings and conference calls.
  • Participate, monitor and track the planning progress of events and proactively communicates with HQ staff.
  • Coordinates and schedules conference room and other common-area office facilities.
  • Develops a strong knowledge of the CSG DC office facilities.
  • Prepares mailings and correspondence to committee and task force members, coordinates internal and external meetings and offsite events and assists with executive and member related travel arrangements.
  • Assists in the development of program deliverables and services as directed by the Director of Federal Affairs.
  • Processes incoming and outgoing mail and shipping via USPS, FedEx, UPS and other carriers.
  • Maintains optimal organization to ensure preparedness.
  • Maintains general appearance of lobby, break area, common office space and conference rooms.  Contacts maintenance personnel as needed.
  • Serves as primary contact for and between CSG's DC Office and tenants with the State Service Organization/Hall of the States (landlord).
  • Monitors conference rooms for appropriate supplies and general housekeeping items.
  • Other duties as assigned.

SKILLS & ABILITIES

  • Knowledge of office practices and procedures.
  • Ability to communicate, both verbally and in writing, with business contacts in a courteous and professional manner.
  • Self-motivated, able to take initiative and see complex tasks through to completion.
  • Ability to work collaboratively with multiple internal and external partners.
  • Knowledge of grammatical standards and the ability to adhere to those standards.
  • Possesses skills in operating office equipment such as: copiers, scanners, fax machine, and telephone system.
  • Must possess excellent verbal and written communication skills.
  • Must possess a strong attention to detail.
  • Ability to organize, prioritize, and complete multiple projects in a detail-oriented manner.
  • Demonstrated expertise in Microsoft Word, Excel and Outlook (email, meeting, resource and calendar management), as well as other applications such as internet and electronic databases. 
  • Ability to take the lead on projects and with attention to detail to create excellent outcomes.
  • Experience with or in federal or state government, association management, non-profit organizations, hospitality, public administration, or law office environment preferred.

EDUCATION AND EXPERIENCE

  • Associate's degree in business, office administrtion or related field.  
  • Proven experience in a customer service role having demonstrated excellent customer service, organization and communications skills.
  • Minimum two years' experience working in an administrative role in an office setting or in the hospitality industry.

PHYSICAL REQUIREMENTS ESSENTIAL TO PERFORM THE DUTIES OF THE JOB

  • Frequently communicates with customers, clients, and visitors in person, on the telephone, and on the computer to provide assistance.
  • Frequently moves throughout the entire office building.
  • Frequently answers telephone and directs incoming calls.
  • Occasionally lifts objects weight up to twenty-five (25) pounds when moving office supplies.
  • Frequently remains in a sitting position.
  • Frequently uses the computer with fingers and hands when typing documents for office staff.
  • Seldom stoops, kneels, or bends to repair office equipment such as copier.
  • Frequently works in a well -lit, tempered room.

APPLICATION INSTRUCTIONS

Interested individuals are required to submit the following items along with their online application: 

  1. Cover Letter
  2. Resume
  3. Three (3) professional references

CSG is an Equal Opportunity Employer (Minorities/Females/Veterans/Disabled)

Council of State Governments
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