• Administrative Assistant Intern

    Posted: 12/20/2021

    Under the supervision of the Operations Director, the Costa Mesa Chamber of Commerce Administrative Assistant Intern will carry out the following job functions:

    RESPONSIBILITIES:

    • Follow up on account balances to discover outstanding membership dues
    • Collect all information needed to calculate invoices
    • Check the data input in the accounting system to ensure accuracy of business contact and membership dues information
    • Issue membership invoices and bills and sent them to Chamber members through various channels (mail, e-mail etc.)
    • Issue customer account statements periodically or whenever necessary
    • Receive payments through various methods (cash, online payments etc.) and check for credibility
    • Send reminders for payments and contact customers when assigned
    • Update accounting records with new payments, balances, customer information etc.
    • Answer questions and handle complaints from customers regarding invoices/renewals
    • Assist with website updates
    • Help set up for events (i.e., meetings, Zoom calls, trainings, conferences, etc.)
    • Assist with the coordination, preparation, set up and presentation of material and equipment needs for events
    • Provide administrative support by preparing electronic files, reports, spreadsheets, Outlook address book and distribution list and PowerPoint presentations
    • Intern will carry out other specific job tasks as assigned by the supervisor
    REQUIREMENTS:
    • Excellent oral and written communication skills
    • Highly organized and dependable
    • Eager to gain professional experience
    • Able to complete assignments in a timely manner
    • Reliable, outgoing and able to work independently
    • Experience with community outreach and community programs a plus, but not required
    • Adherence to laws and confidentiality guidelines
    • Proficient in MS Office (especially Excel); Working knowledge of relevant software (e.g., QuickBooks) will be appreciated
    • Experience as billing, general accounting and or business administration experience a plus, but not required
    • Applicants must be current college students enrolled in an accredited college/university or be a recent graduate with an interest in pursuing a career in the public sector and/or in gaining experience within an office/administrative environment.
     
    TIME COMMITMENT Minimum 15 – 20 hours per week

    Hours must be scheduled during normal business hours (Monday – Friday between 10 a.m. and 5:00 p.m.). Occasional attendance during evening and weekend outreach events may be required. Applicants able to schedule the maximum hours/duration listed for the internship typically gain a more in-depth experience.

    BENEFITS AVAILABLE TO INTERN:

    Although this is an UNPAID internship, students and recent graduates are offered an excellent opportunity to:
    • Build resumes/work history and explore career options
    • Apply skills and knowledge acquired in an academic setting to the workplace
    • Network with professionals from many partner organizations throughout Orange County
    • If applicable, fulfill college/university internship requirements
    • Make a positive contribution to the community
    • Develop customer service and listening skills
    In addition, after 90 days of meeting the job criteria, a letter of recommendation will be provided.

    To apply to this position, please email your resume to jharkness@costamesachamber.com