Administrative Clerk

GENERAL NATURE OF WORK:  This is a skilled and technical administrative position in the Golf Department.  An employee in this class is responsible for the day-to-day general accounting and bookkeeping activities for the division. This includes cash receipts, accounts receivable, and accounts payable. Duties are performed under the general direction of the Golf Course Manager and Assistant Golf Course Manager.

EQUIPMENT & JOB LOCATION: This position requires specific knowledge of general accounting practices and bookkeeping. This position requires general knowledge of office equipment, including: a personal computer, calculator, copy machine, and telephone.  The primary worksite is the Beavercreek Golf Course.

ESSENTIAL FUNCTIONS – EXAMPLES OF DUTIES:

Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in all positions in this class.

• Prepares, verifies, and executes daily bank deposits and maintains accurate records of all cash and electronic transactions.
• Opens, sorts, and distributes all mail to the appropriate staff.
• Serves as the primary administrative point of contact for the public, assisting with special event inquiries and general requests.
• Maintains comprehensive digital and physical filing systems for city records and facility logs in compliance with record-keeping standards.
• Maintains organized financial and logistical records for golf outings and special events.
• Maintains a neat and clean work environment.
• Reconciles daily closings from Golf and Food & Beverage (F&B) operations, ensuring accuracy between Point-of-Sale (POS) reports and physical deposits.
• Manages procurement functions for all areas of the Golf Division, including assisting with bids, quotes, Purchase Orders (POs), and similar, processing invoices, and Purchasing Card (P-Card) reconciliations.
• Assists with inventory and vendor relations as needed.
• Communicates with management regarding areas of concern.
• Maintains professional work relations with other department heads.
• Demonstrates regular and predictable attendance.

DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES:

• Thorough knowledge of general accounting practices.
• General knowledge of departmental computer systems. 
• Detail-oriented and able to work in a fast-paced environment.
• Ability to establish and maintain effective working relationships with fellow employees, other city employees, and the general public.
• Ability to understand and follow oral and written instructions.
• Ability to operate standard office equipment.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  

DESIRABLE TRAINING AND EXPERIENCE:

• A high school diploma or the equivalent; plus two years related experience and/or training; or equivalent combination of education and experience. 
• Associate degree in accounting or business preferred, including active pursuit of such degree, or higher.

NECESSARY SPECIAL REQUIREMENTS:

• Ability to work other than normal working hours, and to work various shifts as necessary.

• Must maintain a valid Ohio Driver’s License.

Physical Demands:

• Ability to sit, stand, and use a computer for extended periods
• Ability to occasionally lift up to 25 pounds (files, supplies, etc.)