Job Summary:
The Administrative Assistant performs a wide variety of administrative functions to ensure the efficient day-to-day operation of the Administrative Office; as well as support the work of management and all departments at Coral World Ocean Park. Deals with a diverse group of guests and visitors as well as internal contacts at all levels of the organization. Independent judgement is required to plan, prioritize and organize diversified workload, recommending changes in office practices or procedures.
The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks that support the overall administrative needs of the organization.
The Administrative Assistant will coordinate office activities and operations while providing clerical and administrative support to management and staff.
Duties/Responsibilities (Essential Functions): Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
ADMINISTRATIVE DUTIES
:
Performs general office tasks including but not limited to: answering phones, taking messages, checking general voice mail, e-mail, distributing mail, preparing mail for pick-up, and maintaining a filing system.
Assists with maintaining office equipment including but not limited to copier, postage machine, laminating machine, and phones. Arrange repairs as needed.
Responds to phone, and e-mail requests for information.
Provides secretarial and administrative support to management and staff
Assists with completing reports for the federal and local government including but not limited to: VIDOL, DPNR, EPA, USDA, APHIS, OSHA, etc.
Writes business letters, reports, meeting minutes, or memos as directed by senior management
Performs all tasks related to the membership program including mailing/emailing out membership renewals each month.
Assists with Bimonthly employee newsletter
Assists with all aspects of shipments, including Tropical Shipping, USPS, FedEx, UPS, DHL, etc
Sort and distribute mail. Notify staff of packages to be picked up.
Understands Coral Worlds insurance coverage, permits, and licenses. Must be able to assist, when necessary, with preparing applications and completing and distributing necessary documents to appropriate parties
Assist with reporting and filing Incident Reports
Assists Office Manager in updating office procedures manual and other company manuals
Schedules meetings, interviews, and appointments for managers or supervisors including reserving Conference Room.
Assists departments with projects
Prepares monthly inventory for office supplies
Assist Dive/Safety Manager with first aid supplies inventory and ordering of supplies.
Assist with activities related to employee relations: Birthday/Anniversary Cards, Christmas Party
Completes the lost and found report/log
Performs all tasks related to the membership program including sending out membership renewals each month.
Work with the Education and Outreach Coordinator, Guest Services Leadership, and Food and Beverage Supervisor to coordinate group visits with teachers and camp counselors including making reservations and lunch arrangements. May assist with lunches and group visit if needed.
Fills in as Guest Services Associate as needed.
Perform other administrative duties as needed.
Supervisory Responsibilities:
This position has no supervisory responsibilities.
Work Environment:
This job operates in a professional office environment. This role routinely involves using standard office equipment such as computers, phones, photocopiers, filing cabinets, etc.
Physical demands
The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
This position requires the employee to sit for most of his or her working hours but occasionally must stoop, kneel, or crouch. This position requires walking around the park sometimes on uneven ground and up and down stairs. This position is required to reach with hands and arms, using hands to handle or feel. This position requires you to be in communication with staff and guests requiring you to be able to talk and hear. The Administrative Assistant must frequently lift and/or move up to 10 pounds and occasionally may lift and/or move up to 50 pounds. Specific vision abilities required
