Office Assistant- Grove

Bohemian Club•Monte Rio, CA

1d•Onsite

About The Position

The Bohemian Grove Office Assistant provides essential operational and clerical support to the Administrative Coordinator and Grove Management. This role is responsible for the tactical execution of office procedures, including high-volume data entry, primary document collection, and front-line hospitality. The Grove Office Assistant will support the Administrative Coordinator in preparation of administrative data, specifically regarding Accounts Payable (AP), Payroll and Human Resources (HR), assisting in accurate preparation and organization of that information.

Requirements

Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
Work with a high level of integrity, confidentiality, and professionalism, demonstrating sound judgment.
Ability to work effectively with others, building and maintaining relationships.
Attention to detail while handling details quickly, correctly, and efficiently is a significant focus of this role.
Ability to maintain calm and reason, be a good listener, and deal well with interruptions and competing priorities throughout the day.
Convey and receive detailed or important instructions or information
Have excellent interpersonal skills, and be able to work effectively with people of diverse backgrounds
Represent the Bohemian Grove to Members, Guests and vendors in a professional manner.
Ability to use computer applications such as spreadsheets, word processing, calendar, email and database software
Must be proficient in Microsoft Word, Microsoft Excel, Calendar Management, Email and other applicable computer systems.
Must be able to sit at a desk for up to 8 hours per day.
Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task.
Able to climb stairs and perform occasional bending, stooping, twisting, and reaching
Must be able to lift, carry, push or pull up to 15 lbs. on an occasional basis
Able to work flexible and/or late night hours as needed.
Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates.
Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well.
Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, photocopiers, dolly, and other office equipment as needed.
Graduation from high school or possession of a high school equivalency diploma and five years of experience in AP/Payroll and office administration

Responsibilities

Maintains accurate invoice control, data input and audit of all statements received.
Performs employee timecard coding and data entry and reconciling these reports daily.
Receives, sorts, and stamps all incoming mail and correspondence
Codes all invoices to be paid or credited, which require Supervisor and/or Manager approvals.
Inputs all invoices and credits into the accounting system.
Performs reconciliation when check registers are received from the City Club.
Prepares schedules or reports using MS Excel and Word.
Maintains adequate working inventory of office supplies.
Collects Bohemian Grove mail daily. Arrange for FedEx and UPS package pick-ups as needed.
Tracks seasonal deliveries to Camps to ensure goods are received by camps and that a written record of the delivery is kept in the office.
Maintains and reconciles spreadsheets containing itemized lists of Grove inventory items.
Schedules office equipment repairs as needed.
Drafts correspondences (letters, e-mails, etc.) or creates reports (spreadsheets, etc.) as requested.
Supports Grove Staff via radio communication.
Performs all other duties as directed.
Assists with managing job postings across various platforms, screen incoming resumes and schedule/coordinate candidate interviews.
Assists with the recruitment process (attends job fairs, canvasing local schools and community centers placing job information, utilizing text and email outreach to candidates).
Manages the collection, verification, and processing of all new-hire paperwork (including I-9 forms).
Conducts the administrative portion of the new-hire orientation for new hires with consistent information on event dates, schedules and training material.
Maintains up-to-date employee files.
Collects and verifies time and attendance data, as well as assists with payroll tasks such as reconciliation of employee attendance.
Acts as a liaison for event employees by answering day-to-day inquiries regarding schedules and procedures.
Coordinates employee onboarding (new-hire paperwork, system access setup).
Confirms and schedules piano deliveries to and from camps.
Confirms and schedules piano tunings as requested.
Creates an alphabetic guest lists and distributes to security (includes Minors Admission Form as needed).
Assists with off-season usage of Grove events.
Assist Office Coordinator with Camp Captains for daily vendor authorizations for all events.
Support the Office Coordinator with processing camp orders such as firewood, table, bench, chair and linen rentals, etc. for all events.
Support the Office Coordinator and management with other event duties as assigned.