2024 Administrative Assistant - San Bernardino NF - Vista Recreation

Administrative Assistant

Reports to: General Manager

Classification: Seasonal, Part-Time, Non-Exempt

Note: This position does not include a site.

Summary

The primary objective of the Administrative Assistant is to be responsible for providing their supervisors with supporting administrative help, and complete tasks that allow them to focus on more advanced responsibilities.

Essential Functions

• Schedule appointments and maintain calendars.
• Schedule and coordinate staff and other meetings.
• Collate and distribute mail and guest correspondence.
• Prepare communications, such as memos, emails, reports, and other correspondence
• Greeting office visitors.
• Answering office phones and providing information to guests by answering questions and requests
• Composing documents, spreadsheets, reports, data collecting, etc.
• Provide administrative assistance to the office including but not limited to help with training, documentation, scheduling, and supply ordering.
• Provide administrative assistance to the accounting department including but not limited to accounts payable/ accounts receivable tasks, invoicing, vendor contacting and communication, counting and reconciling fees, preparing and submitting deposits, and entering data into the accounts payable system, cash register, or cash receipt ledger/log. Processing various transactions, such as refunds, and voids.
• Provide administrative assistance with payroll date and entry tasks.
• Create and maintain filing systems, both electronic and physical.
• Manage accounts and perform bookkeeping.
• Performs all other related duties as assigned.

Qualifications

• 1-2 years of experience providing administrative support preferably in the hospitality industry.
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office.
• Must be able to speak clearly and effectively in English.
• Strong written and verbal communication skills.
• Must be able to work in a fast pace environment, and have friendly people skills.
• High School Diploma/GED.
• Driver's License.
• Access to reliable transportation.
• Able to maintain inventory records.
• Proficient with Yelp, Google, Facebook, and other social media platforms
• Highly organized and pays close attention to detail.
• Ability to work alone and with a team.
• Problem-solving and multi-tasking skills.