Administrative Assistant

Strasburg Rail Road Company
Position Description

Position Title: Administrative Assistant
FLSA: Non-Exempt
Retirement: Railroad Retirement
FT or PT: Full-time – no remote option
Position Reports To: VP of Administration
Position Purpose: The Administration Assistant plays a vital role in supporting the administrative functions of the business. You will be responsible for performing a variety of clerical and administrative tasks to ensure smooth and efficient operations within the office environment. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask effectively.

ESSENTIAL DUTIES

• Administrative Support: Provide administrative support by handling phone calls, emails, and other correspondence, scheduling appointments, maintaining calendars, and organizing meetings.
• Assist with accounts payable & accounts receivable.
• Assist with administration work for the Food & Beverage Department.
• Data Entry: Accurately input data into computer systems and databases, ensuring data integrity and confidentiality.
• Filing and Record-Keeping: Maintain organized filing systems for documents and records, both electronic and physical, ensuring easy retrieval and compliance with company policies and procedures.
• Customer Service: Serve as a point of contact for internal and external guests and visitors, providing excellent customer service and addressing inquiries or concerns in a timely and professional manner.
• Office Supplies and Inventory Management: Monitor office supplies, order supplies as needed and maintain office equipment in good working condition.
• Organization: Keep kitchenette and office area supplies stocked, organized and clean.
• Assist with Special Projects: Support special projects and initiatives as assigned by management, which may involve research, data analysis, and other tasks to support business objectives.
• Collaborate with department leaders to support their administrative needs.
• Responsible for designing and delivering visually engaging PowerPoint presentations that effectively communicate key messages, enhance audience engagement, and align with leaders’ guidelines.
• Performs other related duties as assigned.

EXPERIENCE & EDUCATION

• High school diploma or equivalent; additional education or training in office administration or related field is a plus.
• Proven experience in an administrative role or similar position.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills, both verbal and written.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a dynamic environment and willingness to take on new challenges.
• Strong work ethic and a positive attitude with a willingness to collaborate and contribute to team goals.

WORKING CONDITIONS

      • Full-time, hourly with a minimum of 40 hours a week. Regular hours are 8:00am to 4:30pm.  
      • Weekend and holiday work as required.
      • Work during special events is required i.e. Day Out with Thomas, Christmas season, etc., all of which may be outside normal job responsibilities.
      • Work is required in all weather conditions at all times of the year.
      • Work requires regular social contact with team members, customers, guests and vendors.
      • Appropriate casual attire.  No rips or holes in jeans or shirts.  No open-toed shoes when entering back shops.  
      • Wear proper PPE when necessary.
      • Lifting more than 20 pounds.

• INTENT AND FUNCTION OF JOB DESCRIPTION
  Job descriptions assist organizations in ensuring that the hiring process is fairly administered, and that qualified Team Members are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks only incidentally related to each position have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Supervisors as deemed appropriate may assign additional functions and requirements. In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the Team Member or others or which impose undue hardships on the organization. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Team Members can be terminated for any reason not prohibited by law. EEOC Employer.