new employment orientation manual

New Employment Orientation ManualJOB DESCRIPTION

05/07Position Title: President/CEO

Reports to: Chairman, Executive Committee

Summary of Position:Chief executive and administrative person ultimately responsible for the total operations of theAlbany Chamber of Commerce, the Albany Dougherty Economic Development Commission,and the Albany Convention and Visitors Bureau. Serves as the primary staff point of contactfor the officers, executive committee, board of directors, and elected officials.

Responsibilities:• Works directly with the Chairmen of each Board in setting direction and determining

annual work program.• Drafts and Monitors progress of the plan of action, staff, and Task Forces.• Presides over meetings of staff Vice Presidents and occasional staff meetings.• Delivers monthly progress reports to the Executive Committee and Board of

Directors.• Conducts employee evaluations in conjunction with staff Vice Presidents.• Serves as primary media spokesman for the Chamber, Economic Development

Commission and the Convention and Visitors Bureau.• Interprets policy.• Recommends annual budget and constantly monitors financial position.• Develops sources of non-dues revenues.• Monitors membership recruitment/retention efforts.• Functions as primary representative before groups/associations, etc.• Administers Vision! Leading the Way! program.• Acts as editor in chief for all publications.• Motivates and recruits volunteers.• Develops yearly marketing plans.• Encourages long range planning.• Staffs the organization.• Governs upkeep of quarters• Committee assignments:

1. Executive Committee2. Long Range Planning3. Board of Directors4. Vision! Management Committee5. Albany-Dougherty Payroll Development Authority6. Leadership Identification Task Force7. Membership 2000

• Other duties as required.

QualificationslSkills Required:• Working knowledge of computer programs, including graphics/typing skills• Public speaking/presentation abilities• Organizational abilities• College degree in marketing/public administration/journalism or business administration or

related degree• Chamber of Commerce experience/knowledge of operations

Section 3. Human Resources & Staff Attachment A3.1 52

New Employment Orientation Manual• Knowledge of Governmental/political process• Professional appearance

Terms of Employment

This is an EXEMPT positionLonger work hours are required in some cases without extra compensation

Specific Items for AttentionReadiness to work• Punctuality (ready to work at start time)• Absence from work station• Missed days• Excessive non-work related talk, coffee breaks, or other non-authorized activities

Work Habits• Completes work:• On own initiative• On time• With few errors• Neat• Finish related details (i.e. record keeping, file, etc.)

Take Initiative• Tostartwork• To set work that needs to be done• On other work that needs to be done• To make suggestions for improving procedures, etc.

Housekeeping• Keep own work station & area clean and neat• Contribute to the orderly maintenance of the office by returning materials to their proper

storage place, etc.• Replace or order work place stock

Relationship with co-workers.

Section 3. Human Resources & Staff Attachment A3.1


Updated 7-05

Position Title: Executive Vice President

Reports to: President/CEO, Albany Area Chamber of Commerce

Summary of Position:In conjunction with the President/CEO, serves as the Administrative Officer of the

organization.

Responsibilities:• Responsible for the daily operations of the Albany Area Chamber of Commerce, including

overseeing staff, committees, and task forces.• Assists the President/CEO in the accomplishment of the Chamber Program of Work.• Works closely with the President/CEO in carrying out priorities, and implementing CEO’s

plan of action• Represents the President/CEO at events when necessary• Calls and presides at staff meetings.• Maintains employee private personnel files.• Conducts employee evaluations in conjunction with CEO• Coordinates company vacation schedules• Monitors membership recruitment/retention efforts.• Motivates volunteer participation.• Prepares Chamber budget.• Prepares the monthly Board of Director’s agenda; approve minutes.• Monitor expenditures within the organization to maintain financial responsibility.• Committee assignments:

1. Nominating Committee2. Ambassadors3. Budget Committee4. Military Affairs5. Legislative Affairs6. Business Showcase7. Membership Development8. Technology9. Education and Workforce Development10. Membership/Small Business

• Coordinate with the Chairman Elect and President the creation of appropriatecommittees/appointment of committee chairmen

• Responsible for Chamber communication tools, and maintenance of the web site• Acts as the Chamber representative to organizations in the community.• Establishes the events for the year and acquires sponsorships.• Assist President in preparation of statements of chamber position on public issues• Responsible for the public relation functions of the organization and the organizational

image• Establishes operational goals for staff. Conducts training and handles personnel issues• Maintains personal contact with key community leaders• Represent the Chamber at meetings of local, state, and national organizations• Other duties as required.

QualificationslSkills Required:• Management experience


New Employment Orientation Manual• Working knowledge of computer programs, including graphics/typing skills• Public speaking/presentation abilities• Organizational abilities• College degree in journalism or business administration or related degree• Chamber of Commerce experience/knowledge of operations• Professional appearance

This is an EXEMPT positionLonger work hours are required in some cases without extra compensation.









Updated 7/05Position Title: Controller/Director of Operations

Reports to: Executive Vice President, Albany Area Chamber of Commerce

Summary: The Controller/Director of Operations is responsible for all the financial mattersfor the Albany Area Chamber, Albany Dougherty Economic Development Commission,Albany Payroll Development Authority, Vision, Convention and Visitors Bureau, and AlbanyChamber Foundation.

Supervise Y2 time Financial Assistant

Responsibilities:

ALBANY AREA CHAMBER• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Payroll for all entities, including all quarterly and annual reports.• Using QuickBooks Pro, enter all financial data.• Prepare monthly Financial Statement for Executive Committee and Chamber

Board.• Reconcile Bank Statements• Work closely with CPA firm, supplying information for, and coordinating

preparation of yearly audit.• Responsible for overseeing insurance programs such as Workman’s Comp,

Business Insurance, Health and Dental Insurance, etc. Also solicit informationand make recommendations concerning any changes.

• Responsible for administering Retirement Program.• Responsible for keeping postage in the postage machine, and also our bulk mail

and 2nd class mail accounts at post office.• Responsible for obtaining information concerning possible business purchases,

such as copy machine, fax machine, postage meter, telephone systems, and anybuilding improvements.

• Coordinate building maintenance, including janitorial services and electrical.• First line response on equipment (including computers) maintenance and/or

problems. If can’t personally solve problem, call outside help.• Assist in preparation of yearly budget, providing historical data and

recommendations for future income and expense estimates.• Attend Chamber functions as required.• Other duties as required

ALBANY DOUGHERTY ECONOMIC DEVELOPMENT COMMISSION• Using QuickBooks Pro, enter all financial data.• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Bank reconciliation• Prepare monthly Financial Statements for presentation to Economic

Development Commission.• Assist in preparation of yearly budget• Work closely with CPA firm, supplying information for, and coordinating

preparation of yearly audit.


New Employment Orientation Manual

ALBANY DOUGHERTY PAYROLL DEVELOPMENT AUTHORITY• Using QuickBooks Pro, enter all financial data.• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Bank Reconciliation• Serve as Asst. Secretary and sign various documents presented by PDA

attorney• Work closely with CPA firm, supplying information for, and coordinating


VISION• Prepare monthly invoices and statements• Using QuickBooks Pro, enter all financial data, including posting of pledge

payments• Bank Reconciliation• Prepare various reports for Vision Committee• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Work closely with CPA firm, supplying information for, and coordinating


CONVENTION AND VISITORS BUREAU• Using QuickBooks Pro, enter all financial data.• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Prepare monthly Financial Reports for Chamber Executive Committee and

Chamber Board• Work closely with CPA firm, supplying information for, and coordinating


ALBANY CHAMBER FOUNDATION• Using QuickBooks Pro, enter all financial data.• NP, including getting invoices approved, assigning expense codes, preparing

checks, maintaining vendor files, etc.• Supply reports and financial data as needed by Board.• Work closely with CPA firm, supplying information for, and coordinating


Qualifications:• At least 10 years experience, with no less than 3 years as full-charge

accountant/bookkeeper, preferably for multiple entities. Includes NR, NP, payroll,budgets, etc.

• Ability to produce financial statements on a monthly basis• Quickbooks software experience• Excellent computer skills, including Excel• Experience handling employee benefits, including insurance and retirement

programs• Excellent organizational skills• Multi-task ability• Good people skills

Terms of Employment


New Employment Orientation Manual30 days and then annual evaluation of job performances by Executive Vice President









Updated 7-05Position Title: Director of Communications


Summary of Position:Works collaboratively with all areas of the Chamber to keep membership informed of allactivities, develops ad campaigns consistent with the mission of the organization, promotesthe Chamber to the business community of the area, acts as the liaison with the media, andholds direct responsibility for all communications distributed from the Chamber.

Responsibilities:• Acts as coordinator for all Chamber communication tools• Designs/produces, gathers information, photographs and composes articles, for the bi

monthly Chamber BUSINESS magazine• Assists with photography for use in magazine, newsletters, web site and other

publications• Works with Director of Sales to help coordinate advertising for publications and web site

to meet the financial requirement for printing and distribution and receives commissionon these sales

• Designs publications/ads/billboards and other materials for the Chamber, EDC, and CVB• Maintains constant and open communication relationship with media and maintains

media contact mailing lists• Coordinates Press Conferences when necessary• Coordinates media coverage of major events• Prepares press releases• Prepares and sends out Media Alerts• Communicates to members about new member services being offered• Assists with membership retention efforts by communicating to our members and the

public the Chambers worthwhile programs and upcoming events• Assist with mail-outs and correspondence to members, Task Forces, and Committees• Assists with coordinating publicity for the events• Acts as spokesperson/writer for certain events as requested by the President• Other duties as required

QualificationslSkills Required:• Familiarity with data sources and bases with working knowledge of computer

graphics/typing skill• Public speaking/presentation skills• College Degree in Business, Journalism, or related field or demonstrated professional

experience• Telephone Skills• Professional appearance

Terms of Employment30 days and then annual evaluation of job performance by Executive Vice President.





Work Habits• Completes work:• n own initiative• On time• With few errors• Neat• Finish related details (i.e. record keeping, file, etc.)







JOB DESCRIPTIONUpdated 3--06 EVP

Position Title: Director of Governmental and Military Affairs


Summary of Position:The Director of Governmental and Military Affairs will be responsible for positively projecting

and promoting the Albany Area Chamber, its membership and the citizens they serve to allgovernment entities for the benefit of Albany, Georgia.

Primary Responsibilities:• Communicates between Chamber membership and staff concerning all local, state and

federal government initiatives.• Staff to Legislative Affairs Committee and Military Affairs Committee• Assist chamber in sound policy formation for planning legislative agendas.• Identifies legislative priorities.• Accesses elected officials offices for information, assistance, and input into the political

process to act as a resource of information for Chamber membership with administrativequestions concerning all levels of government;

• Provides information/statistics/research to assist governmental entities in the decisionmaking process.

• Maintain awareness for the local delegations knowledge of the Chamber membershipneeds, desires, concerns and legislative priorities. Conversely, make the membershipaware of how governments operate and what level responds to particular concerns.

• Responsible for formulating, prioritizing and promoting the legislative agenda on behalfof the Chamber membership with approval of the Board.

• Facilitate marketing/lobbying event locally or in Atlanta during the General Assembly.Schedule meetings, conventions, legislative conferences and receptions betweenChamber and elected officials. Responsible for sponsorships for such events.

• Act as liaison to the City, and County Commissions and School Board. Attend meetingsto keep the Board of Directors apprised of issues affecting the Chamber organization.

• Act as liaison to the Marine Corps Logistic Base and the military in the region.• Plan and administer activities between MCLB and the Chamber’s Military Affairs

Committee.• Maintain communications and interaction between the MCLB, the Marine Corps

Headquarters and the Chamber.

QualificationslSkills Required:• Working knowledge of computer programs, including graphics/45 wpm typing skills• Public speaking/presentation abilities• Organizational abilities• College degree in political science, business administration or related degree• Chamber of Commerce experience/knowledge of operations• Professional appearance• Ability to lift 25 lbs.

Required Personal Qualities• Team player• Strong communication skills• Goal oriented• High achiever



• High energy Level• Learns quickly• Strong work ethic and habits• Punctual• Organized• Dependable• Even tempered• Good sense of humor• Loyal

Terms of Employment - 90 day probationary period followed by annual evaluation of jobperformances by Executive Vice President

This is an EXEMPT positionLonger work hours are required in some cases without extra compensation









JOB DESCRIPTIONUpdated: 2/07

Position Title: Director of Membership, Retention and Volunteer Program


Summary of Position: Responsible for all activities related to recruiting new members andsustaining existing members of the Albany Area Chamber of Commerce and CoordinatingAmbassador Program.

Responsibilities• Sales — Prepare sales packages, receive list of new businesses from city, make cold

calls and follow-up calls.• Present new member application and changes in membership information to front

desk for entry into Membership Manager. (copy new member application for Directorof Sales)

• Encourage membership participation in Chamber events and committees.• Submit weekly updates to media on new members.• Retention — follow up contact with current members on a regular basis to ensure

renewals will be made at the appropriate time.• Responsible for sending invoices and organization verification reports to the

membership on an annual basis at time of membership renewal.• Retention of Late Accounts — Follow up on late accounts with letters and 30, 60, 90

day invoices.• New Member Orientation — coordinate a new member orientation breakfast.• Drugs Don’t Work Program — Perform a monthly follow-up with the participants in the

Drugs Don’t Work Program and schedule seminars as appropriate.• Insurance Programs — assist with membership benefit functions• Ambassadors — Coordinate Ambassadors activities and maintain records on

participation of each Ambassador. Assist with coordination of the Ambassador of theQuarter and the end-of-year luncheon.

• Ribbon Cuttings/Groundbreakings — Coordinate all ribbon cuttings andgroundbreakings for Chamber members, to include notification of Ambassadors andmaterials needed for the event. Provide ribbon cutting information for the ChamberMagazine.

• Participate in Membership/Small Business Committee activities as appropriate.• Assist with membership benefit functions such as Business after Hours, Rise N

Shine Breakfast, etc.• Represent Chamber at events when approved by Director of Sales.

QualificationlSkills Required• Sales experience• Aggressive and Personable• Appropriate Telephone Skills• Professional Appearance• Working knowledge of Albany and Dougherty County• Working knowledge of computers• Typist• Organizational Skills• Some college preferred



Terms of Employment90 day probation period; at will position by virtue of state lawSpecific Items for AttentionReadiness to work• Punctuality (ready to work at start time)• Absence from work station• Missed days• Excessive non-work related talk, coffee breaks, or other non-authorized activities








JOB DISCRIPTION

Updated 7105Position Title: Director of Sales

Reports To: Executive Vice President, Albany Area Chamber of Commerce

Summary of Position:The sales director is responsible for coordinating and overseeing the sales areas for thechamber such as Membership Sales, Magazine Sales and Sponsorship of Events as well asactual sales.

Supervises: Coordinator of Member Sales and Retention

Primary Responsibilities:

Advertising Sales:• Selling advertisements for the bi-monthly Business magazine and any other printed

publication such as the Quality of Life Magazine, Visitors Guide, ManufacturersDirectory and Membership Directory.

• This position requires working with Director of Communications to ensure that adcopy and layout of magazine is complete prior to publication and insertion orders aresubmitted for billing.

Membership Sales:• Coordinate and oversee new member sales with membership sales representative.

Assist in planning and implementing membership drives and marketing formembership.

• Accompanying the sales representative on sales calls when needed. Assist withmembership retention efforts for existing chamber members.

Sponsorship Sales:• Assist Events Coordinator in acquiring funds for special events.

Community Relations:• Serve as an ambassador for the Chamber of Commerce to enhance visibility and

promote it as a vital function of the business community.

QualificationslSkills Required:• Sales experience• Aggressive and Personable• Appropriate Telephone Skills• Professional Appearance• Working knowledge of Albany and Dougherty County• Working knowledge of computers• Typist• Organizational Skills• Some college preferred

Terms of Employment30 days and then annual evaluation of job performances by Executive Vice PresidentThis position is Commission Sales at 15%



Updated: 7105JOB DESCRIPTION

Position: Event Coordinator


Summary:The Event Coordinator is responsible for coordinating and overseeing all special events forthe Chamber, including but not limited to Annual Meeting, Business after Hours, Rise NShine Breakfasts, VOOM Meetings, and the Business Showcase.

Responsibilities• Develop an annual calendar of events and activities - Annual Events include: Rise N

Shine Breakfast, Business After Hours, Annual Meeting, Albany Dougherty Day,Business Showcase, Chat with the Chairman, etc

• Provide thoughts, opinions, and assistance in membership recruitment activities• Represents the Chamber of Commerce to members and clients in a professional

manner• Coordinate with appropriate staff members to accomplish events• Coordinate and execution of successful events - Successful execution of each event

including: reaching the attendance and financial goals of each program• Manage annual special events, to include soliciting sponsors, determine goals, plan and

facilitate event activities. Activities to include identifying site, sponsorship, speakers,committee follow up and event closeout. Attention to budget requirements, financialinformation, recruitment and management of volunteers as necessary. Assist in thecoordination of event planning for programs, and oversee the various stages of eventdevelopment: development of event timelines, event details, execution of event, postevent details and committee responsibilities, invoicing billing and payment received

• Production of all materials for each event will be produced/designed by EventCoordinator and Director of Communication

• Assist in the production of the bi-monthly Business Magazine. Write, design and obtainthe information needed for the articles that overview different events throughout theyear. (Additional spreads include: Ribbon Cuttings, New Members, Renewing Members,Calendar of Events, etc.) Following the printing of the magazine, billing to advertiserswill be sent out through the Chamber’s database with a tearsheet.

• Assist in maintaining a knowledge of database capabilities — includes maintaining arunning report on retention numbers for the Chamber (updated weekly)

• Successfully posts receivables (membership dues and event monies) that were billedthrough the database

• Processes the cancelled members through the database. Reports cancelled membersto the Membership Sales Representative monthly, who in turns reports to the ChamberExecutive for monthly Board of Directors Meeting

• Manages the Chamber Check initiative of the Chamber of Commerce — which includes:maintaining an up-to-date sell activity reports, updating participating businesses forbrochure, ordering addition checks and reporting sells to Controller and Certificheck

• Produce weekly ENewsletter to send to the members of the Chamber of Commerce• Maintains an updated Member Websites and Calendar of Events through the database.

Uploading text and pictures to the website weekly• Other duties as assigned by the Executive Vice President

1. Enhance the relationship between the Chamber and the local community2. Coordinate and oversees in house events



3. Create and maintain strong working relationship with local businesses4. Seek out new opportunities to expand on going events5. Work with vendors in setting up events6. Maintain up to date knowledge of event details7. Participation in evaluation of events at the end of the year

QualificationsISkills Required:• Bachelor’s degree in appropriate field (Marketing, Public Relations, Business, etc.)• Minimum of 2 years experience• Must be self motivated and possess organizational skills sufficient to work with

minimal• supervision• Be an advocate for the chamber to promote membership, service and participation in

events.• Be a team player and cooperative, professional and courteous member of the staff.• Computer experience in database, PUBLISHER, WORD, EXCEL, POWERPOINT

and related software• Strong verbal and written communication as well as organizational skills• Ability to work with and manage volunteer teams and leaders• Track record in fund raising and corporate sponsorship development

Terms of Employment30 days and then annual evaluation of job performances by Executive Vice President









JOB DISCRIPTION

Updated 9105Position Title: Literacy Coordinator

Reports To: Executive Vice President, Albany Area Chamber of Commerce

Summary of Position:This position provides leadership to focus on literacy in the community and focus oneducation and workforce development issues.

Primary Responsibilities:• Revitalize the Certified Literate Community Program (CLCP) by gathering literacy

data and measuring against prior goals to identify gaps that must be met in the nextthree years.

• Identify and create database of literacy providers and individuals/entities in need ofliteracy services.

• Serve as a vocal advocate for literacy and ambassador for the CLCP effort byspeaking to civic and community organizations.

• Prepare and submit applicable grant applications to generate additional resources forthe CLCP Program.

• Staff facilitator for EducationlWorkforce Development Committee.

QualificationslSkills Required• College degree in Marketing or related area• Working knowledge of education & business community• Working knowledge of Albany & Dougherty County• Organizational skills• Professional appearance• Working knowledge of computers







Updated:07/05Position Title: Executive Assistant to Chamber of Commerce


Summary of Position:This position is designed to provide diversified administrative/secretarial duties as theExecutive Assistant to Executive Vice President and Director of Legislative/Military Affairs ofthe Albany Chamber of Commerce. Assistance will also be rendered to Board membersand designated committee chairs.

Responsibilities:• Schedule required meetings, send notices, make reminder calls, prepare agendas,

transcribe minutes of meetings, prepare for distribution, prepare charts, proofread typedmaterials, edit and make changes.

• Maintain Chamber committee member lists for: Board of Directors, Executive Committee,Ed ucation/LiteracyiWorkforce Development Committee, Military Affairs Committee,Legislative Affairs Committee, Membership/Small Business Committee and other meetingsas required.

• Collate and assemble reports and documents.• Draft, type and format letters and answer correspondence.• Coordinate schedules and appointments for the Executive Vice President and Director of

Legislative/Military Affairs.• Make travel arrangements, order tickets, make and confirm lodging and airlines

reservations, and car rentals if needed.• Collect data and provide research and administrative support to special projects.• Answer office phone, screen and direct calls. Act as backup receptionists at front desk as

needed.• Respond to calls and visits from members and prospects. Determine urgency of situation,

and refer to appropriate person to handle the situation.• Maintain daily calendar for Executive Vice President and Director of Legislative/Military

Affairs in collaboration with all areas, activities and events.• Maintain Chamber of Commerce records and files.• Attend meetings as required. Participate on committees as directed.• Assist as needed with Albany Chamber Foundation records, correspondence and

meetings.• Assist in the coordination of special events as needed.• Order supplies.• Maintain confidentiality• Perform other duties as assigned.

Qualifications I Skills Required• Typist (70 wpm)• Shorthand• Personable• Telephone Skills• Professional Appearance• Working knowledge of business / governmental task forces• Working knowledge of Albany & Dougherty County• Working knowledge of computers• Organizational Knowledge



• Some College Preferred










JOB DESCRIPTION

Updated9/05

Position Title: Administrative Assistant/Receptionist/Financial Assistant


Summary of Position:This position is designed to provide diversified administrative/secretarial duties as theAdministrative Assistant to the President/CEO, Receptionist/Financial Assistant

Responsibilities:Administrative Assistant to President• Schedule required meetings, send notices, make reminder calls, prepare agendas,

transcribe minutes of meetings for SWGA Alliance for Progress and TransportationCommittee.

• Draft, type and format letters and answer correspondence.• Coordinate schedules and appointments for the President/CEO.• Maintain daily calendar for President/CEO.• Make travel arrangements, order tickets, make and confirm lodging and airlines

reservations, and car rental as required.

ReceptionistlFinancial Assistant• Assist with opening and closing of Chamber office.• Assist in answering the phone for the Chamber.• Act as personal greeter to those entering the building when the CVB Receptionist is not at

the desk or occupied with another visitor.• Supply requested information as required by phone, e-mail, or in person.• Maintain the public areas of the Chamber.• Assist with events and Chamber activities (i.e., Rise N Shine Breakfasts, Business after

Hours, Business Showcase. Raffle etc).• Sort and distribute mail daily.• Make daily bank deposits• Assist Controller with financial and facility responsibilities.• Input New Members and changes to Membership Manager.• Coordination front desk telephone coverage.• Perform other duties as assigned.

Qualifications I Skills Required• Typist (70 wpm)• Shorthand• Personable• Telephone Skills• Professional Appearance• Working knowledge of business I governmental task forces• Working knowledge of Albany & Dougherty County• Organizational Knowledge• Some College Preferred• Working knowledge of computers


new employment orientation manual

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