About the position
This position provides general office and financial support to lodging management. Performs various management support functions to include preparing general correspondence and budget submissions. Processes all purchase orders and receiving reports in internet based purchasing software. Monitors current projects to ensure delivery of items on order. Tracks labor hours to ensure compliance with agency policy and procedures. Prepare quarterly financial reviews from higher headquarters. Prepare monthly activity report for NAF Accounting Office (AO). Approval official for Non-appropriated Fund Government Purchase Card (NAF GPC)/Purchase Card (P-Card) Program. Reviews night audit reports and resolves out-of-balance accounts or reports. Works with Guest Service Representatives to fix posting errors. Works directly with guest or unit in collecting fees; prepares bills. Answers Guest Folio phone inquiries and follow ups. Calls and/or mails correspondence to customers as necessary in order to update accounts. Conducts research to assist NAF AO in balancing accounts receivable. Prepares monthly surcharge calculation. Processes daily credit card deposits. Controls petty cash fund. Assists the designated records custodian of lodging files and Automated Data Processing Equipment (ADPE). Updates rates, adds or changes transaction codes as needed. Coordinates room code changes though higher headquarters. Assists supervisor in overseeing lodging awards program as directed by management, scheduling team socials and working with section manager for appropriate activities. Commercial hotel liaison. Seeks guidance from supervisor on new or difficult assignments. Performs other related duties as assigned.
Responsibilities
- Provide general office and financial support to lodging management.
- Prepare general correspondence and budget submissions.
- Process all purchase orders and receiving reports in internet based purchasing software.
- Monitor current projects to ensure delivery of items on order.
- Track labor hours to ensure compliance with agency policy and procedures.
- Prepare quarterly financial reviews from higher headquarters.
- Prepare monthly activity report for NAF Accounting Office (AO).
- Act as approval official for Non-appropriated Fund Government Purchase Card (NAF GPC)/Purchase Card (P-Card) Program.
- Review night audit reports and resolve out-of-balance accounts or reports.
- Work with Guest Service Representatives to fix posting errors.
- Collect fees from guests or units and prepare bills.
- Answer Guest Folio phone inquiries and follow up.
- Conduct research to assist NAF AO in balancing accounts receivable.
- Prepare monthly surcharge calculation.
- Process daily credit card deposits.
- Control petty cash fund.
- Assist the designated records custodian of lodging files and Automated Data Processing Equipment (ADPE).
- Update rates and transaction codes as needed.
- Coordinate room code changes through higher headquarters.
- Assist supervisor in overseeing lodging awards program and scheduling team socials.
- Act as a commercial hotel liaison.
Requirements
- Experience with the operation of a word processing and accounts receivable program.
- Experience of account relationships for balancing and reconciling accounts.
- Experience computing rate, ratio, and percent and interpreting bar graphs.
- Ability to understand and carry out instructions in written, oral, or diagram form.
- Basic knowledge of budgeting processes required.
- Must be computer proficient in standard office software.
