Operations Program Coordinator - Association County Commissioners of GA

General Definition of Work

Performs complex work in support of the Governmental Affairs, Leadership Development and Conferences and Meetings teams. Provides coordination and communications support to the Governmental Affairs team. Serves as a liaison between the Governmental Affairs staff and other departments. Maintains the ACCG membership database. Provides administrative support for other projects as needed. Work is performed under the supervision of the Director of Conferences and Meetings.

Position Responsibilities

Organization Culture Alignment

• Supports the Association through coordination with division or program staff and interaction with local governments and authorities; has knowledge and general understanding of the programs and services offered by the Association;
• Provides and exhibits outstanding work ethic, teamwork, and organizational commitment that reflects well on the entire Association; anticipates and handles member concerns, complaints, or problems to ensure quality execution, client, member, and Association satisfaction;
• Builds and maintains strong internal and external relationships; serves as a liaison as needed for Governmental Affairs staff with the Communications, Leadership Development and Conferences and Meetings departments;
• Participates in a variety of special projects; serves on assigned Association teams; supports the overall organization by executing the directives as set forth by the Association.

Governmental Affairs Support

• Provides notifications and administers Policy Council calls, tracks participation, prepares and distributes agendas and minutes;
• Coordinates weekly lobbyist meetings; updates bill tracking and helps with organizing the weekly Legislative Updates; assists in the preparation of the final Legislative Update; partners with the Governmental Affairs Director to develop the agendas, prepare materials and take minutes (as needed) for Policy Committee and Joint Policy Council meetings;
• Prepares Governmental Affairs content for the ACCG website, policy-related newsletters and other communications; schedules and monitors webinars, training sessions and meetings as needed and attends in-person as requested to provide logistical support; files lobbyist disclosure forms and reports;
• Organizes and coordinates the annual Legislative Service Award presentations
• Provides support to the Governmental Affairs team, including preparing, editing and maintaining records and documents; using systems and databases to input, retrieve and/or distribute information; responding to requests for information; scheduling dinners and making hotel reservations

Leadership Development

• Assists with finalizing LLA class attendance and awarding credit
• Maintains knowledge and availability to serve as primary point person for membership questions about LLA program transcripts
• Supports the Leadership Development Director as needed in the development of Lifelong Learning Academy curriculum

Conferences and Meetings

• Key contributor and support person for the Conferences and Meetings Team including:
  • Assisting with planning and on-site logistics, including registration
  • Fielding inquiries about conferences and meetings from members and others
  • Formatting and printing nametags, printed, and online meeting materials
  • Securing payments for outstanding invoices
• Manages inventory and orders conference supplies in coordination with the team
• Oversees vendor registration, vendor management and invoice processing for the Annual Conference Buyers Mart; distributes information packets and serves as the primary on-site contact for vendors at the conference
• Coordinates the voting delegate process for the Legislative Leadership Conference, including outreach to counties, tracking delegates submitted and on-site registration
• Coordinates logistics for meetings held in the ACCG office as needed (staff meetings, executive meetings, etc.)
• Some overnight travel required - maximum 25 days per year, about 50% overnight - i.e. travel to LLC, ACCG Annual Conference, and Policy Committee Meetings.

Administration & Data Management

• Prepares complex documents, including correspondence, spreadsheets, presentations, agendas, minutes, and directories; prepares merges for mass mailings (membership and partnership dues, holiday cards, etc.)
• Audits data and other records for accuracy and completeness; answers routine correspondence independently; establishes and maintains filing systems, makes and prepares appropriate copies and stores as required;
• Maintains the Association's membership database
• Assists in covering reception phones; receives incoming calls and provides appropriate information
• Understands and utilizes technology available to ensure coordination between departments and guests.

Education and Experience

• Minimum 2 years post-secondary education with coursework in public relations, political science, business administration, or another field related to the role, and
• Considerable (usually 3-5 years) experience in business administration, office management and/or communications

Knowledge, Skills and Abilities

• Skill in the use of standard office equipment and software applications, specifically Microsoft Office products, including Outlook, Word and Excel
• Highly organized and process driven self-starter; skilled communicator, both written and verbally; resourceful,
• Proven ability to manage multiple events and priorities simultaneously

Special Requirements

• Valid driver's license in the State of Georgia.
• Possession of Meeting Professional certification within two years of employment may be required.