Office Assistant

Job Overview:

This highly self-motivated, professional individual will be responsible for support of the General Manager and Accounting/HR/Payroll departments by performing various administrative functions as well as assisting with Accounting, Payroll, and Human Resources duties for the property. This position is physically located at the resort property.

Supervision Received:

Supervision is received from the General Manager.

Essential Functions:

• Meet and greet individuals coming into the Administrative office.
• Maintain good working relationships with other departments, employees, and guests.
• Handle incoming calls and route specific individuals.
• Maintains and orders office supplies.
• Maintain an organized filing system of paper and electronic documents.
• Draft and type routine correspondence and reports. Prepare graphs, charts, and statistical research budget information.
• Make copies of correspondence or other printed materials.
• Prepare gift certificates.
• Respond to donation requests.
• Distribute incoming/outgoing mail.
• Identify and attempt to solve problems.
• Draft replies to correspondence at the direction of the General Manager.
• Handle special guest reservations.
• Make travel arrangements.
• Arrange hospitality beverage/food for administrative guests.
• Coordinate VIP gift baskets and correspondence.
• Assist in planning/execution of meetings and events.
• Attend meetings and take notes. Distribute notes of meetings.

• Assist with day to day operations of HR department.
• Assist HR Manager in maintaining accurate, current, and complete personnel files.
• Assist HR Manager in responding to requests for verification of employment for current and former employees.
• Assist HR Manager with completing new-hire paperwork for employees.
• Process Social Security verifications.
• Assist HR Manager in maintaining and auditing I-9 e-file to ensure all information is current and accurate.
• Assist HR Manager in processing benefit enrollments and terminations.
• Assist in the development and implementation of personnel policies and procedures, and employee handbook.
• Assist HR Manager in reconciling monthly benefit statements.
• Provide customer assistance with requests for copies of folios, banquet event receipts, credit card discrepancies, billing questions, credit references, etc.
• Assist Accounting in distribution of invoices to departments for processing.
• Assist Accounting in reconciling vendor statements and resolving discrepancies.
• Assist Accounting in requesting and processing W9 forms from vendors
• Request and save vendors' Certificate of Insurance and maintain log of current and outdated certificates.
• Assist Accounting in retrieving and counting cash and preparing bank deposits.
• Prepare and distribute daily, monthly, and semi-annual reports and spreadsheets.
• Maintain a safe working environment.

• Maintain a good working relationship with all departments.
• Understand resort products, service, and other information about the resort.
• Maintain high level of confidentiality at all times.
• Prepare monthly MOD Schedule at direction of GM.
• Keep work areas clean and organized.
• Complies with all policies set forth in Running Y Ranch Resort Employee Handbook.
• Report all unsafe conditions immediately.
• Conducts self in a professional manner at all times.
• Performs all other duties as assigned.

Qualifications:

• Ability to work with a minimum of supervision.
• Capable of managing work load and prioritizing tasks.
• High level of skill in working with Outlook, Word, and Excel.
• Considerable knowledge of Microsoft Office programs.
• Detail oriented in correspondence, reports and organization of daily office activities.
• Strong verbal and oral communication skills.
• Ability to work as part of a team.
• Ability to maintain a professional appearance at all times.
• Ability to work well under pressure.
• Ability to deal courteously and tactfully with employees and the general public.
• Ability to read, write and communicate effectively with co-workers and patrons in an English speaking environment.

Physical Requirements:

3-6 hours

Sitting

Reaching

Standing/Walking

1-3 hours

Grasping

Climbing Stairs

Up to 1 hour

Crouching/Bending/Stooping

Lifting/Carrying (up to 20 lbs.)

Pushing/Pulling

This position description is a source of information about requirements, standards and responsibilities of the position. Your signature acknowledges your receipt of a copy of this position description.

I have read and understand the position description and am able to perform the essential functions of the job with or without reasonable accommodations.

________________________________________________________ _________________________________

Employee Signature Date

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Current Openings for Office Assistant Jobs at Running Y Properties