POSITION
SUMMARY:
Responsible for overseeing the daily
operations and administrative tasks related to the front office of our
accounting department. Position is
currently located in Yellowstone Club’s Bozeman office.
POSITION
REQUIREMENTS:
- Greet visitors and team members with high level customer
service and a positive attitude
- Offer visitors and vendors in the office coffee, tea or
beverage.
- Paper & electronic filing; including scanning projects
and various filings
- General office mailings including vendor payments
- Mail (Daily): Includes Opening all Mail, Distribution,
scanning if needed.
- Inner Office Mail Distribution
- Daily wipe down of surfaces and other general office
organization projects
- Restocking/ organizing Snack cabinet, drink fridges and food
fridge.
- Managing and Setting up Conference rooms for meetings
- Help with Covid Test distribution & collection
- Local driving and shipping items when needed for the office
- Coordinating Pitney Bowes mail machine
- Coordinating Toner for copy machines/ and adding new
employees to copy machine, Copy machine maintenance.
- General office errands as needed
- FedEx and UPS delivery packages. Emailing Mountain when
something comes in. Coordinating with warehouse if something needs to be picked
up.
SUMMARY OF EXPECTATIONS OF THIS POSITION:
- Adheres to
Yellowstone Club’s policies and procedures;
- Performs
duties as workload necessitates;
- Maintains a
positive and respectful attitude in a team environment
- Communicates regularly and effectively with all
employees, supervisors, managers & Accounting Team
- Demonstrates
flexible and efficient time management and ability to prioritize workload;
- Consistently
reports to work on time prepared to perform duties of position;
- Meets departmental productivity, organization and
consistency standards;
- Complies with laws, ordinances and regulations
governing employment law; and
- Performs work in a safe and high quality manner.
PERFORMANCE
FACTORS:
- Attendance/ Punctuality and Dependability: Depended
upon to report to work at the scheduled time, is seldom absent from work,
and keeps unplanned absences to a minimum.
Employee follows company policy of reporting/planning absences and
going through the correct channels to request time off. Completes work in a timely, accurate and
thorough manner, is conscientious about assignments and deadlines.
- Normal Work Schedule: Monday to Friday 8am – 5pm, as directed or
approved by supervisor.
- Office Hours: Accounting Department is open from Monday
to Friday, 8am – 5pm.
- Teamwork and Flexibility: Ability to help and share knowledge or
expertise with others. Responds and adapts positively to new ideas,
requests, and/or changing situations. Provides meaningful feedback and
responds well to constructive criticism.
- Communication and contact: Communicates effectively both verbally and in writing with
superiors, colleagues and individuals inside and outside the company. Presents information and expresses ideas
in a clear, concise, and in a well-organized manner; demonstrates
grammatical prose when drafting letters, memoranda, and other forms of
written communication. Listens attentively and provides appropriate
feedback to ensure understanding.
- Relationships with others: Provides cooperative, responsive, and courteous service to clients
and staff. Exhibits a professional and
courteous demeanor and responds positively, yet quickly to special
requirements or circumstances; works to maintain constructive working
relationships.
- Initiative
and Productivity: Initiates work activities, seeks
responsibility, and makes efforts to improve knowledge and skills.
Employee thinks along original lines, finds new and effective ways of
doing jobs, and makes suggestions for improvements. Volume of work consistently done in
relation to the volume considered to be a standard requirement of the job.
Frequency of need for overtime is kept to a minimum and wise use of time
during a normal workday. Accuracy,
attention to detail, thoroughness, and neatness.
- Judgment and Analytical Ability:
Seeks clarification when unsure.
Knows when to consult and when to act independently. Keeps supervisor informed of status and
potential problems. Correctly
determines work priorities and treats confidential information
appropriately.
QUALIFICATIONS:
- Knowledge:
- Knowledge of administrative and clerical procedures and systems
such as word processing, managing files and records, designing forms and
other office procedures and terminology.
- Knowledge of Microsoft office products – Word and Outlook
·
Skills and Abilities:
- Excellent organizational skills with attention to quality and
detail.
- The ability to work well independently.
- Strong communication skills with the ability to maintain sound
working relationships and communications with management, staff, and
vendors.
- Troubleshooting – determining causes of errors and deciding what to
do about it.
- Professional appearance and presentation.
Education and Experience:
- Previous administrative office experience preferred.
- Proven experience using communication and organizational skills to
accomplish goals.
- Similar combination of education and experience.
PHYSICAL
DEMANDS:
- While
performing the duties of this job, the employee is required to stand,
walk, sit, use hands to finger, handle or feel objects, tools or controls,
reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or
crawl, talk and hear.
- The employee
may be required to:
- Lift items weighing up to 25 pounds;
- have face-to-face discussions with individuals or teams;
- may work exposed to sounds and noise levels that are distracting
and uncomfortable without hearing protection;
- be exact and accurate; and
- work indoors in environmentally controlled conditions.
- Specific
vision abilities required by the job include close vision, distance
vision, and the ability to adjust focus.
Disclaimer:
This job description is only a summary of the
typical functions of this position and should not serve as an exhaustive or
comprehensive list of all the possible duties, tasks and responsibilities for
this specific job. The responsibilities, tasks, and
duties of this position might differ from those outlined above and other duties
may be assigned as necessary.
Apply:
Please visit www.yellowstoneclub.com scroll to the bottom of the home page and
click on YC Careers. From there you can
electronically apply for the appropriate position. Please note any scheduling limitations that
would prevent you from working 30 hours per week during normal business hours.