Administrative Assistant - Full Time

Join our Administrative/HR/Accounting team!

Job Summary:

The Administrative Assistant is responsible for assisting and supporting the Southwest Regional Controller and Regional Accounting Department staff located at out Flagstaff regional accounting office.

The Details:
Position Type: Full-Time, Year-Round
Pay: $21.05 per hour
Located: Accounting Office in Flagstaff, Arizona (30 minutes from Williams)
Schedule: 40 hours, 5 days/per week (may include weekends, evenings, and holidays)

Why Accounting?

We are a dedicated team that works hard to ensure financial accuracy and efficiency while sharing a commitment to sustainability. As part of the Xanterra Travel Collection®, we take pride in delivering memorable experiences for our guests, all while maintaining sound financial practices to support long-term growth and success. Our accounting practices ensure transparency, accuracy, and sustainability!

Life at the Grand Canyon Railway:

• No employee housing available
• Generous benefit program including medical, dental, and vision coverage, paid time off, and more!
• A fast-paced, exciting work environment with plenty of upward mobility and growth opportunities

Benefits and Perks:

• Free gym and pool access
• Free train tickets
• Free entry to Bearizona
• Exclusive retail and dining discounts at GCR and other Xanterra properties
• The adventure of a lifetime!

• Receives checks and prepare deposit logs for prepays, accounts receivable, and miscellaneous accounts for the Arizona properties: Grand Canyon Railway (GCR), Grand Canyon South Rim (XSR), The Grand Hotel (TGH), and Tusayan Trading Post (TTP) properties. 
• Deposits all checks remotely to NBA or JPMorgan Chase daily.  Distribute deposit logs to Accounts Receivable, Income Auditor, and Southwest Regional Controller daily. Update monthly and YTD deposit logs as needed. 
• Prepares and distribute weekly work schedules.
• Keeps the employee data sheet and accounting organizational chart up to date.
• Provides monthly safety training to accounting employees.  Maintain SDS binder.
• Maintains DMV fleet registration/licensing needs for all GCR, XSR, TGH, and TTP company vehicles.
• Prepares credit letters/applications to new prospective vendors as needed; submit credit applications to corporate legal for review and signature approval.
• Reviews and verify receipts attached to employee travel expenses and reimbursement requests and submit to Southwest Regional Controller for approval.
• Saves Capital Expenditure paperwork (submittals, invoices, closures, and disposals) to the corporate shared drive for the GCR, TGH and TTP.
• Sends annually written correspondence to GCR, XSR, and TGH liquor vendors that have our fixed deposits on hand and request confirmation of receipt.
• Runs and distribute monthly financial reports and annual budget reports.
• Completes general clerical duties include filing, opening, and distributing internal/external mail, phones, copying, faxing, creating file folder labels, directing guests/employees where needed, creating spreadsheets and forms, etc. Monitor and order office supplies.
• Crosstrains in the Williams and Tusayan cash operations to fill in during absences (vacation/sick days, etc.).
• Performs mailroom duties, such as, daily mail runs to/from Williams/Flagstaff; meter mail; maintain postage balance in meter, etc.
• Completes monthly journal entries as well as participate in other month end closing processes as needed.
• Completes timely balance sheet account reconciliations as assigned.
• Participates in annual retail inventories as needed.
• Coordinates monthly Employee Appreciation Day (cake, notification, etc.), annual holiday luncheon, and other special office functions.
• Maintains the accounting admin assistant desk policy and procedures manual as needed.
• Keeps the accounting office and employee break room areas clean and neat.
• Performs other duties as needed.

Minimum Qualifications:

• Must be at least 19 years of age.
• At least 2 years of prior experience in working in a business office.
• Must have previous computer experience with a working knowledge of Excel spreadsheets and Word.
• Must be able to operate a motor vehicle and have a valid Arizona driver’s license.
• Experience with Cloud Suite, Lawson, or other financial system software is a plus.
• Knowledge of the hospitality industry and its related departments is a plus.

Physical Requirements include:

• Constantly listening, hearing, seeing, standing, walking, using eye/hand coordination, handling, reaching outward, and using wrist motion.
• Reaching above the shoulder, bending, lifting, or carrying up to 30 lbs.
• Occasionally sit, climb, crawl, squat or kneel, lift/carry and push or pull up to 30 lbs.
• Will be required to sit for long periods of time and to occasionally walk-up flights of stairs.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.