Golf Course Maintenance Office Assistant

POSITION SUMMARY: The Office Assistant is responsible for providing administrative, clerical and office management support to the Golf Course Maintenance operation, and to pick up and deliver supplies.  Provides service to other departments as directed.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Answers and directs all incoming calls
• Greets and assists all visitors in a professional manner
• Distributes incoming mail and oversees outgoing mail as well as shipping operations and services.
• Dispatches employees for daily tasks, posts assignments, tracks workflow and records hourly employees’ time and attendance when necessary.
• Maintains a calendar of meetings and appointments for Director of Golf Course Maintenance
• Assists Director of Golf Course Maintenance with the preparation of operational and capital budgets.
• Prepares account recaps monthly
• Processes purchase orders, invoices and related documents
• Manages the Golf Course Maintenance shop’s office supply inventory.
• Maintains records and files for the Golf Course Maintenance operation including:
  1. Current and accurate position descriptions for all Golf Course Maintenance employees.
  2. Current and accurate listing of building keys and credit card numbers, noting to whom issued.
  3. Payroll information (including regular and overtime hours, sick time, vacation time, etc.) for the entire Golf Course Maintenance staff.
  4. Schedule for probationary and annual performance evaluations
  5. Current Material Safety Data Sheets (MSDS) as required by law.
• Compiles, drafts, types, and files correspondence, reports, and documents as assigned by the Director of Golf Course Maintenance.
• Orders for all office supplies and uniforms
• Pick up supplies as necessary for all managers
• Oversees the cleaning contractor
• Responsible for pickup and return of lunch items
• Complete additional tasks and projects as requested by the Director

Education/Experience:

• High School diploma or equivalent required; post-secondary work in office administration, office machines and record keeping would be helpful
• Telephone experience
• Knowledge of word processing, spreadsheet and database management software.
• Some bookkeeping experience is preferred.
• Knowledge of basic office equipment to include computer, calculator, telephone, fax and copier.
• Automobile and / or truck.  

Qualifications/Skills

• Excellent organizational ability and sensitivity with confidential information.
• Excellent communication skills including the ability to read, write and speak English fluently.

Licenses or Certificates

Valid drivers’ license.

Physical Requirements (The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

• Ability to walk, reach, bend, turn, squat, stoop, and stretch.
• Normal vision and hearing ranges required
• Ability to sit for extended periods while working at a desk or computer

• Must be able to occasionally lift, push, pull and move up to 50 lbs. 

Grooming

• All employees must wear uniform.
• All employees must maintain a neat, clean and well-groomed appearance (Specific standards are described in the Employee Handbook).

Other

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, seasonality, rush jobs or technological.)