Administrative Assistant - Part Time

TPC Deere Run is a par-71, 7,256-yard championship golf course open to the public located in the Quad Cities region of Silvis, Illinois and just over a two-hour drive from Chicago. Since 2000, TPC Deere Run has been the home of the PGA TOUR’s annual John Deere Classic. TPC Deere Run’s championship course was featured as one of America’s 100 Greatest Public Golf Courses by Golf Digest, as well as ranked fifth in the state of Illinois by GolfWeek Magazine.

The Administrative Assistant, GCM provides administrative support to the Golf Course Maintenance Operation. This position interacts with internal clients at all levels of the organization and provides guidance, direction and information to employees and supervisors at the club.

QUALIFICATIONS

High school diploma or equivalent education. Thorough knowledge of general business administration practices as would be acquired through two to three years of similar experience in progressively responsible positions. Previous human resources experience preferred.

 

RESPONSIBILITIES/DUTIES

Administrative Functions:

• Ensure that all employees, vendors and guests are greeted and welcomed in a professional and courteous manner
• Provide administrative support to the Golf Course Maintenance (GCM) team which includes:

o   Drafting and typing correspondence, special reports, and presentations

o   Answering phones and providing information to callers

o   Coordinating meetings, taking minutes, and preparing follow up reports

o   Maintaining supervisor’s calendar and travel schedule

o   Making travel arrangements and completing related travel expense reimbursement requests

o   Updating calendar of club functions

o   Open and distribute departmental mail as necessary

• Act as a liaison with other departments and outside agencies
• Handle and process all incoming invoices for the department
• Maintain all reporting and document storage for the GCM Department, such as incident reports, at Club level in accordance to retention policies
• Order and stock office supplies for the department
• Maintain copy machine service records and supplies
• Maintain records of employee meals; submit to Accounting Department every month for proper department allocation

Employee Related Functions:

• Act as a liaison between club and National Human Resources team
• Handle confidential and non-routine information. Be thoroughly versed in Club policies, procedures, training programs and benefits and be able to communicate accurate information to employees
• Process payroll and employee documents for all employees of the Club and transmit the data to National Headquarters weekly
• Maintain club employee and payroll records in accordance to retention policies. Ensure timekeeping system is in proper working order
• Maintain up to date inventory of all employment forms and job descriptions. Responsible for order processing and cost allocation of forms to proper departments
• Be knowledgeable of the Fair Labor Standards Act, Federal Wage and Hours Laws and other employee/payroll laws that may have an impact on club operations
• Participate in recruitment effort for employees; help coordinate the use of temporary employees, administers pre-employment assessments, background checks, pre-employment drug screening, and conducts reference checks
• Conducts new employee orientations and ensures all employees are trained in Service Excellence annually
• Coordinate Workers' Compensation and general accident reports and r