Job Title:Administrative Assistant / Receptionist
Department / Division:Accounting / Administration
Status:Regular, Full-Time Employee
Pay:$16.00 - $18.97 per hour (DOQ)
Reports to:Accounting Director
Benefits: Full Benefits eligible including health insurance, flex benefits, 10 paid holidays, vacation and sick leave accrual, amenities and parking pass.
Retirement:State Employee Retirement System -GSEPS (Pension plus matching 401k)
Closing date: 4:00pm Monday April 22, 2024. This position is subject to close at any time once a satisfactory applicant pool has been identified.
To Apply:Fill out the application completely and attach your resume AND a cover letter. Incomplete applications or applications without accompanying documents when required will not be considered.
Jekyll Island is dedicated to maintaining the delicate balance between nature and humankind through conservation, education, and preservation. Surrounded by salt marshes, expansive oceanfront, and ancient maritime forests, it is situated within the chain of the Golden Isles and just a few miles from St. Simons Island, Sea Island, and Brunswick. As a State Park, Jekyll Island is a coastal haven where nature and humans peacefully co-exist.
Job Summary:
Under general supervision, provides general receptionist and administrative support for the administrative offices. Duties include welcoming visitors in a professional and courteous manner, greeting and assisting residents, answering the telephone switchboard, recording and relaying messages to appropriate staff members, preparing outgoing mail, and assisting all offices within Administration building.
Description:
- Serves as receptionist for Administration building in a professional and courteous manner, greets guests, employees, and residents, announces guests to proper staff, gives appropriate direction, responds to general inquiries.
- Performs general administrative duties including, but not limited to, answering the telephone switchboard, recording and relaying messages to appropriate staff members, filing, copying, scanning, scheduling, accepting invoices and deliveries for building, etc.
- Demonstrates exceptional customer relations skills, handling any customer problems that arise appropriately according to established procedures and specific situations.
- Prepares outgoing mail by stamping, weighing, preparing certified mail; maintains postage meter to include recording daily usage, download monthly postage.
- Opens, date stamps, sorts, and distributes incoming mail.
- Accepts cash payments and checks payable to the Authority. Prepares a list of checks received for the accounting department.
- Responsible for consolidating requests and requisitioning office supplies for Administration, assists with managing purchase accounts i.e., Staples, Amazon, etc.
- Responsible for purchasing and documentation of use of purchasing card.
- Orders coordinating letterhead & envelopes for each JIA department.
- Prepares appropriate correspondence as requested, acquires necessary signatures.
- Assists legal with closings, updating spreadsheets, uploading packets, etc.
- Fulfill and documents employee and volunteer amenity pass requests, processes donation request fulfillment approved by Marketing.
- Assists Operations Assistant with general liability claims, answers calls, prepares and/or creates documentation file, may submit claims as requested.
- Schedules conference rooms and is responsible for upkeep and general housekeeping of conference room, front desk, and lobby areas.
- Assists Executive Assistant and/or Executive Director as necessary.
- Performs other duties as assigned.
Minimum Qualifications:
- High school diploma or a recognized equivalent with a minimum of three (3) years office administration experience. OR
- Bachelor’s degree from an accredited college or university in business administration, management, accounting, or related with (1) one year of office administration experience.
- Must be highly proficient in Microsoft Office including Outlook, Word, Excel, PowerPoint with data entry efficiency.
- Must be reliable, and have exceptional customer service and organization skills.
- Must be friendly, enjoy helping and working cooperatively with others.
- Professional appearance required.
- Must successfully pass and maintain State of Georgia financial and background checks per purchasing card program guidelines.
- Must have a valid Driver’s License with reliable transportation.
- Regular and predictable attendance and punctuality is required.
Physical Requirements/Working Conditions:
- Exert up to 35 pounds of force occasionally and a negligible amount of force constantly to move objects.
- More than 50% of the typical work day will be spent reaching, grasping and using repetitive motions of wrist, hands and fingers.
- Between 25% and 50% of the typical work day will be spent walking.
- Less than 25% of the day is spent climbing stairs, crouching and/or stooping, kneeling, standing, pushing, pulling and lifting.
- Must have visual clarity to prepare and analyze data and figures, transcribing, use of computers and expansive reading.
- Sensory abilities required include vision, feeling and touching with more than 50% of the day spent talking and hearing.
- Majority of work will be performed within an indoor office environment. Typically work is not conducted in adverse environmental conditions.
- Noise level is considered quiet to normal.
This description of job responsibilities is intended to reflect the major responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.
This position is subject to close at any time once a satisfactory applicant pool has been identified. Applicants who complete the online application process will receive an email receipt of submission to the email address provided. If email confirmation is not received, applicant may contact Human Resources at 912-635-4081 for confirmation, however, due to the volume of applicants received, we are unable to provide information on application status after receipt. Applicants who need assistance to accommodate a disability may request and accommodation by contacting Human Resources at 912-635-4081.
Jekyll Island Authority is an Equal Opportunity Employer. The Authority supports equal employment opportunities for all persons without regard to race, color, religion, sex, national origin, age, veteran status, or any other status protected by law. The Jekyll Island is a Drug-free Workplace.