Job Description
Job Description
JOB SUMMARY
The Bohemian Grove Office Assistant provides essential operational and clerical support to the Administrative
Coordinator and Grove Management. This role is responsible for the tactical execution of office procedures,
including high-volume data entry, primary document collection, and front-line hospitality. The Grove Office
Assistant will support the Administrative Coordinator in preparation of administrative data, specifically
regarding Accounts Payable (AP), Payroll and Human Resources (HR), assisting in accurate preparation and
organization of that information.
JOB TASKS & RESPONSIBILITIES
The Grove Office Assistant should be able to serve in a supportive role to ensure a smooth-running office and
help to improve Club and Grove procedures and day-to-day operation.
Accounts Payable, Payroll and Office Duties
• Maintains accurate invoice control, data input and audit of all statements received.
• Performs employee timecard coding and data entry and reconciling these reports daily.
• Receives, sorts, and stamps all incoming mail and correspondence
• Codes all invoices to be paid or credited, which require Supervisor and/or Manager approvals.
• Inputs all invoices and credits into the accounting system.
• Performs reconciliation when check registers are received from the City Club.
• Prepares schedules or reports using MS Excel and Word.
• Maintains adequate working inventory of office supplies.
• Collects Bohemian Grove mail daily. Arrange for FedEx and UPS package pick-ups as needed.
• Tracks seasonal deliveries to Camps to ensure goods are received by camps and that a written record
of the delivery is kept in the office.
• Maintains and reconciles spreadsheets containing itemized lists of Grove inventory items.
• Schedules office equipment repairs as needed.
• Drafts correspondences (letters, e-mails, etc.) or creates reports (spreadsheets, etc.) as requested.
• Supports Grove Staff via radio communication.
• Performs all other duties as directed.
JOB DESCRIPTION
Grove Office Assistant
Human Resources & Onboarding Support
• Assists with managing job postings across various platforms, screen incoming resumes and
schedule/coordinate candidate interviews.
• Assists with the recruitment process (attends job fairs, canvasing local schools and community
centers placing job information, utilizing text and email outreach to candidates).
• Manages the collection, verification, and processing of all new-hire paperwork (including I-9 forms).
• Conducts the administrative portion of the new-hire orientation for new hires with consistent
information on event dates, schedules and training material.
• Maintains up-to-date employee files.
• Collects and verifies time and attendance data, as well as assists with payroll tasks such as
reconciliation of employee attendance.
• Acts as a liaison for event employees by answering day-to-day inquiries regarding schedules and
procedures.
• Coordinates employee onboarding (new-hire paperwork, system access setup).
Camp Coordination Duties:
• Confirms and schedules piano deliveries to and from camps.
• Confirms and schedules piano tunings as requested.
• Creates an alphabetic guest lists and distributes to security (includes Minors Admission Form as
needed).
• Assists with off-season usage of Grove events.
Event Support Duties:
• Assist Office Coordinator with Camp Captains for daily vendor authorizations for all events.
• Support the Office Coordinator with processing camp orders such as firewood, table, bench, chair
and linen rentals, etc. for all events.
• Support the Office Coordinator and management with other event duties as assigned.
SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate
that he or she can perform the essential functions of the job, with or without reasonable accommodation, using
some other combination of knowledge, skills, and abilities:
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Work with a high level of integrity, confidentiality, and professionalism, demonstrating sound
judgment.
• Ability to work effectively with others, building and maintaining relationships.
• Attention to detail while handling details quickly, correctly, and efficiently is a significant focus of this
role.
• Ability to maintain calm and reason, be a good listener, and deal well with interruptions and competing
priorities throughout the day.
• Convey and receive detailed or important instructions or information
• Have excellent interpersonal skills, and be able to work effectively with people of diverse backgrounds
• Represent the Bohemian Grove to Members, Guests and vendors in a professional manner.
JOB DESCRIPTION
Grove Office Assistant
• Ability to use computer applications such as spreadsheets, word processing, calendar, email and
database software
• Must be proficient in Microsoft Word, Microsoft Excel, Calendar Management, Email and other
applicable computer systems.
PHYSICAL DEMANDS
• Must be able to sit at a desk for up to 8 hours per day.
• Walking and standing are occasionally required. Length of time of these tasks may vary from day to
day and task to task.
• Able to climb stairs and perform occasional bending, stooping, twisting, and reaching
• Must be able to lift, carry, push or pull up to 15 lbs. on an occasional basis
• Able to work flexible and/or late night hours as needed.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability
and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and
subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and
depth perception.
• Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements
(motions) of the wrists and hands as well.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key
adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, photocopiers, dolly,
and other office equipment as needed.
OTHER
Regular attendance in conformance with the standards, which may be established from time to time, is essential
to the successful performance of this position. Employees with irregular attendance will be subject to
disciplinary action, up to and including termination of employment.
Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to
reflect the business needs of the Club. In addition, attendance at all scheduled training sessions and meetings
is required.
Upon employment, all employees are required to fully comply with Bohemian Club rules and regulations for
the safe and effective operation of the Club’s facilities. Employees who violate Club rules and regulations will
be subject to disciplinary action, up to and including termination of employment.
Work Week: Monday - Friday (40 hours per week) *
* There may be extended hours during the Event Season (May through August) of 40 hours per week with the additional
request by management for overtime hours above 40 hours per week during this time.
JOB DESCRIPTION
Grove Office Assistant
QUALIFICATION STANDARDS
Graduation from high school or possession of a high school equivalency diploma and five years of experience
in AP/Payroll and office administration:
GROOMING
All employees must maintain a neat, clean, and well-groomed appearance per Bohemian Club standards.
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position
may be asked to perform from time to time.
Equal Employment Opportunity
Bohemian Club is an equal opportunity employer and does not discriminate based on race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected status. This job description outlines general duties and may be subject to change based on organizational needs.