Scheduler

SUMMARY:

The Scheduler maintains the official schedule for staff and Board, travel plans, and related records. This position also acts as a liaison for the NPA staff with members, prospective members, public and Congressional/State Legislative offices

ESSENTIAL JOB FUNCTIONS:

• Prepares the daily schedule for the staff and distributes copies to the Washington, D.C. office;

• Prepares detailed itineraries for the CEO and board, including important numbers, locations and contact names;

• Prepares monthly projected schedules for the staff;

• Briefs the staff on all scheduling activities and requests of the NPA office;

• Schedules all staff meetings and briefings involving the staff;

• Coordinates scheduling of press, interviews, radio and television time with the PR team;

• Coordinates photo opportunities with constituents;

• Makes reservations for the Staff's air travel, ground transportation, and lodging;

• Submits vouchers for travel and expense reimbursement to the staff member responsible for submitting office bills for payment;

• Reviews the CEO's mail and invitations;

• Responds to all invitations, either by written correspondence or by personal telephone call;

• Maintains files of invitations that have been declined, accepted, or that are tentative/pending;

• Ensures that the CEO and senior staff is provided with briefing materials for each event by coordinating with event participants and the appropriate legislative and/or district staff;

• Monitors the CEO's incoming telephone calls, takes messages, and returns calls as requested;

• Places outgoing calls for the CEO and maintains a record of calls;

• Maintains the CEO's files, including notes, correspondence, and all information relating to travel;

• Acts as a liaison for constituents and other individuals when they visit the DC office;

• Acts as a liaison between the CEO and association members, committee staff, White House, and government offices and agencies to arrange for the CEO's attendance at meetings or to coordinate travel plans;

• Maintains a good working relationship with the CEO, staff and constituents;

• Coordinates Job applications;

• Accepts performance-based criticism and direction;

• Meets attendance requirements as established by the office;

• Works well under pressure and handles stress;

• Works a flexible schedule including long hours, nights, and weekends; and

• Performs other duties as assigned.

EDUCATION/EXPERIENCE:

Associate degree in applied business with an executive secretary major is preferred with least two years of office experience. At least one year working in a congressional office is beneficial; Experience making travel reservations and arrangements. Alternatively, three to five years of related work experience.

SKILLS AND KNOWLEDGE REQUIRED:

• Strong telephone skills;

• Strong oral and written communication skills;

• Ability to exercise discretion and independent judgment with respect to prioritization of and recommendations on appointments;

• Proficiency in word processing;

• Types a minimum rate of 60 words per minute;

•  Strong organizational and filing skills;

• Thoroughness and careful attention to detail;

• Ability to perform essential job functions above;

• Ability to work cooperatively and courteously with others;

• Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner;

• Thorough knowledge of office administration, policies, practices, and procedures;

• Thorough knowledge of office computer applications;

• Thorough knowledge of office equipment & machines; and

• Thorough proficiency in word processing and keyboarding;

WORKING CONDITIONS:

Work is mainly performed in an office environment. Noise levels are usually moderate; and

Ability to work in a small work station without an expectation of privacy.