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The primary responsibility of the Administrative Assistant is to provide administrative and clerical support for Golf Shop operations while maintaining the confidentiality of all Club business.

This is a Seasonal / Full-Time job: October - May

Essential Functions of the Job

• Receives incoming phone calls and appropriately handles or directs the call.
• Types memos, correspondence and files department documents and forms. Edits and updates documents utilized by all Golf Shop employees.
• Organizes and maintains all central filing systems for the Golf Shop and makes recommendations for improvements to the filing system.
• Maintains the calendar for Golf Professionals, schedules appointments and coordinates gate access notifications.
• Reconciles the cash register and maintains petty cash fund.
• Communicates with Accounting on purchase orders and accounts payable purchase orders.
• Enters daily deposits into bank account.
• Processes and sorts incoming/outgoing mail
• Maintains contact information for the Golf Shop.
• Purchases office supplies and maintains appropriate inventory.
• Coordinates the maintenance of all office equipment in the Golf Shop.

Other Duties and Responsibilities

• Coordinates travel arrangement for Senior Director, Golf Professionals.
• Maintains a sufficient green jacket inventory to accommodate Member needs.
• Coordinates appointments with tailor for green jacket alterations.
• Updates spreadsheet to account and track all green jacket activity including inventory, sale and alterations and storage between Golf Shop and Housekeeping.
• Greets and provides professional and courteous assistance to Members and guests in the sale of golf shop merchandise and apparel.
• Operates a cash register for purchases.
• Performs all other duties deemed by management to be an integral part of the job.

Qualifications (required unless stated otherwise):
Skills/Knowledge/Attributes:

• Must have working knowledge of Microsoft Word and Excel computer applications
• Effective oral and written communication skills
• Good time management skills with the ability to prioritize multiple tasks effectively
• Effective customer service skills
• High attention for detail
• Advanced organizational skills
• Basic math skills

Experience/Education:

• Minimum of three (3) years secretarial experience
• Minimum of one (1) year bookkeeping experience
• Prior sales experience is preferred
• High school diploma or equivalent is required

Required License(s):

• Possess a valid driver's license and/or successfully completes the Club's internal motor vehicle training program

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work for this position is usually performed in a climate-controlled environment. However, the employee may be required to work outside in extreme heat, cold, rain, wind or inclement weather as the demands of the position so dictate.

Projected Work Schedule:

Must be available for a varying work schedule to include days, evenings, weekends, holidays, and overtime as required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to walk and work with hands and arms, lift up to 25 pounds and/or drive a golf cart. The employee is frequently required to talk and/or hear. The employee is constantly required to use their vision to perform an activity such as but not limited to: preparing and analyzing data and figures, viewing a computer terminal, and extensive reading. The employee is constantly required to sit, sometimes for several hours at a time, and use their hands and fingers to operate a computer.

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