Office Administrator

WAGE: $18.95 - $20.50
DEPARTMENT: Weber County Sports Shooting Complex
PERSONNEL STATUS: Full Time
BENEFITS: Health, Dental, Vision, Retirement, 401k match, Sick/Vacation, Life Insurance, Short-term Disability, Accident, Critical Illness; Parental Leave; Maternity Leave
OVERVIEW:
Under the general guidance and direction of the Manager and/or Division Director, is responsible to coordinate the effective operation of the Sport Shooting Complex office and perform clerical work requiring the exercise of independent judgment.
YOUR RESPONSIBILITIES:
(Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class.)
Will be responsible for updating marquee and social media with events, operating hours and important notices.
Will be primary person responsible to answer and screen phone calls and walk in customers.
Schedules volunteers to ensure coverage during normal business hours, as well as activity/event hours.
Order of supplies for all functions of the Sport Shooting Complex, to include but not limited to volunteer incentives and operating inventory. Responsible for inventory of all supplies. Prepares requisitions and processes invoices for accounts payable as necessary.
Work with Range manager, instructors and volunteers to reserve time, get required supplies and prepare, copy and distribute needed paperwork and lists for upcoming classes.
Verifies cash banks for range cashier shifts and prepares deposits for bank.
Responsible for incoming and outgoing mail. Receives supplies and directs deliveries to appropriate party. Operates office equipment and coordinates its maintenance as required.
Responsible to maintain and prepare volunteer packets and training materials. Responsible for volunteer training coordination and preparation including communicating training dates, times and locations. Requests background checks for volunteers as instructed. Schedule volunteers and track volunteer hours.
Will coordinate with manager to prepare agreements and invoices. Will complete, process and forward all copies as necessary. Receives payments for accounts receivable. Processes as necessary.
Will compose and process routine correspondence, forms, billings, certificates, applications, spreadsheets or other material; examines for accuracy and completeness; makes additions or resolves discrepancies by consulting with supervisory or other employees as appropriate.
Reviews correspondence and reports; determines information to be extracted for further use; determines routing and filing.
Acts as the division representative of GRAMA. Will maintain storage areas to accommodate GRAMA requirements.
Organizes, prioritizes and completes deadlines with varied workload.
On an as needed basis, acts as manager on duty. These duties may include, but are not limited to:
Acts as the liaison between clients, users, the general public, volunteers and county staff to ensure that all requested services are supplied in a high-quality manner.
Will assure that area set-ups are in accordance with client agreement, safety, fire and health code procedures. Generates computerized or hand-drawn floor plans for special set-ups. May direct and monitor volunteers or other work crew in the absence of other supervision.
Receives and respond to complaints from tenants and the general public if possible or refers them to the appropriate party.
May open and secure facility before and after scheduled activities/events or delegates to the appropriate party. Will conduct tours for prospective users and other interested parties.
Will track dates for client agreements, deposits, insurance and rental balances.
Other duties as assigned.
ABOUT YOU:
Education: High school graduation or equivalent.
Experience: Three years of increasingly responsible experience in clerical work. Work experience must be appropriate to the position to be filled; Have experience in, or willing to learn marquee advertising and social media.
Knowledge: Considerable knowledge of modern office practices and procedures; considerable knowledge of grammar, spelling, and punctuation; considerable knowledge of the specialized duties required by the position.
Skills: Skilled typist at 40 wpm and skilled in Microsoft Office Suite.
Abilities: Ability to organize work priorities; ability to perform complex clerical work requiring moderate exercise of independent judgment; ability to communicate effectively verbally and in writing; ability to make mathematical computations rapidly and accurately; ability to establish and maintain effective working relationships with employees, other departments and the general public in a courteous, cooperative, and professional manner.
YOUR SPECIAL QUALIFICATIONS:
Must have a Utah Driver's License and a good driving record. Must be adaptable to changing work hours depending on scheduled events. Must be willing to work evenings, Saturdays, Sundays and holidays.
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 frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those and 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. The employee may be exposed to all types of weather conditions. The employee may occasionally be exposed to fumes or airborne particles. The noise level in the office work environment is usually quiet, event work environment is moderately loud.