OFFICE MANAGER-BOHEMIAN GROVE

Bohemian Grove Office

Location: Monte Rio, CA

Exempt/Non-Exempt: Exempt

Employment Type: Salary

Department: Administration

Reports to: Grovekeeper, Assistant Grovekeeper

Description:

The Bohemian Club is looking for an Office Manager for the Bohemian Grove who will be responsible for organizing and coordinating administrative duties and office procedures in order to ensure organizational effectiveness and efficiency.

The Office Manager will oversee and coordinate administrative duties to ensure that the Grove operates efficiently and smoothly throughout the year. Responsibilities include but not limited to:

• supervise and oversee current office staff and seasonal administrative staff
• interacting with members and vendors
• maintaining and reporting budget items to Senior Management,
• supporting Management staff with administrative tasks such as scheduling meetings, reconciling construction jobs, producing management-level reports, maintaining inventories and other daily, weekly or monthly tasks as assigned.
• both off season and event season duties that will be assigned by the Grovekeeper or the Assistant Grovekeeper such as:
  1. recruiting seasonal positions, scheduling seasonal departments and helping oversee all event departments.
• Interfacing with members and camps to fulfill their requests as well as consistently promoting professionalism and a positive attitude to Members, guests and vendors as well as promoting positive public relations in the performance of duties as a representative of the Bohemian Club.

Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve Club and Grove procedures and day-to-day operation.

AP and Payroll Duties

• Oversee and maintain accurate invoice control, data input and audit of all statements received as well as and supervising staff performing these duties.
• Oversee employee timecard coding and data entry using Intacct and ADP accounting programs, manage the reconciliation of these reports daily.
• Receive, sort, and stamp all incoming mail and correspondence
• Coordinate all invoices to be paid or credited and get Supervisor & Manager approvals.
• Manage the sorting and filing of all invoices into batches for input.
• Input all invoices/credits into Intacct system and balance each batch.
• Copy and retain all invoices at the Grove, sending originals to the City Club
• File all invoice copies in “to be paid” folders.
• When check copies are received from the City Club, attach invoices to appropriate checks and file permanently.
• Audit all statements received. Look for missing invoices, possible billing errors and finance charges or late fees.
• Research discrepancies and take appropriate corrective action.
• File various hard-copy A/P reports (i.e. Check Registers/batch reports) received from the City Club.
• Answer questions from camps, vendors and staff regarding invoice charges and payments.
• As it occurs, add new vendors to InTaac system and create new A/P file.
• Manage the procedures for Sunrise Garbage Dumpster orders to ensure accuracy of request and proper billing.
• Maintain and issue updated “Authorized Grove Purchasers” lists to vendors as needed.
• Complete Member Event Services Charge Statement for billable services performed during special events.

Office Duties:

• Prepare reports using MS Excel and Word. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office staff by orienting and training employees.
• Achieves financial objectives by assisting in preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Maintains office services by organizing office operations and procedures, preparing payroll and AP, designing filing systems, and assigning and monitoring clerical functions.
• Collect Bohemian Grove mail daily. Arrange for FedEx and UPS package pick-ups as needed.
• Track seasonal deliveries to Camps to ensure goods are received by camps and that a written record of the deliver is kept in the office.
• Oversee and maintain and reconcile spreadsheet and Intacct itemized lists of Grove inventory items, including but not limited to lumber, hardware, plumbing, electrical, furniture and other.
• Process Grove wine deliveries. Ensure paperwork gets to the Club Assistant Controller.
• Maintain and file Vendors Workers Comp. Insurance forms. Send out update request letters annually.
• Write letters, e-mail, create spreadsheets, etc. as needed.
• Support Grove staff via short-wave radio communication.
• Perform other duties as directed.

Camp Coordination Duties:

• Confirm and schedule piano deliveries to and from camps.
• Confirm and schedule piano tunings as requested.
• Ensure quarterly camp charges are calculated and processed correctly.
• Ensure any special event charges are calculated and processed correctly.
• Create alphabetic guest lists and distribute to security. Include Minors Admission Form as needed.
• Assist with off season usage of Grove facilities by coordinating with Club Events Manager.
• Oversee seasonal Camp Valet lists (authorized Camp valets) for events season.
• Assist with the management of opening camps, cleaning of camps, and shut down of camps.

Event Coordination Duties:

• Coordinate with Camp Captains for daily vendor authorizations for all events.
• Confirm and process table, bench, chair and linen rentals for all events.
• Coordinate with laundry vendor for Camp and Grove laundry service. Audit laundry slips and invoices as necessary.
• Perform other Event Duties as assigned by management.

Qualifications:

Graduation from high school or possession of a high school equivalency diploma and five years of experience in AP/Payroll and office administration

• Read, write, and speak in English
• Working knowledge of basic math, English grammar, writing, and spelling
• Respond to emergency situations quickly and appropriately
• Exemplary telephone conduct
• Stand and/or sit for extended periods of time, up to eight hours per day
• Able to climb stairs, walk up to 3 miles per day, and perform occasional bending, stooping, twisting, and reaching
• Must be able to lift, carry, push or pull up to 25 lbs. on an occasional basis
• Able to work flexible and/or late night hours as needed
• Convey and receive detailed or important instructions or information
• Have excellent interpersonal skills, and be able to work effectively with people of diverse backgrounds
• Maintain a high degree of confidentiality
• Represent the Bohemian Grove to Members, Guests and vendors in a professional manner
• Ability to use computer applications such as spreadsheets, word processing, calendar, email and database software
• Ability to establish and maintain effective, professional working relationships with Members and Guests, employees, vendors and the general public

Hours of Operation and General Shift Information:

Monday through Friday – 40 hours a week during the non-event season (September through April).

There will be extended hours during the Event Season (May through August).