Administrative Assistant at The Rocks, Bethlehem

The Administrative Assistant provides support at The Rocks for event/program coordination and implementation, facilities rentals, visitor outreach, volunteer management and Christmas Tree farming operations. The position will be the primary point of contact for greeting visitors, answering incoming phone calls, emails and providing basic information to the public and will be stationed at the Carriage Barn program center at The Rocks. The Administrative Assistant will oversee retail sales in the gift shop, including direct sales, inventory tracking and re-ordering/stocking, as necessary. This position will routinely oversee events at The Rocks, both during regular business hours and evenings/weekends. Flexibility in work scheduling will be required. The position will work in coordination with volunteers as well as other Forest Society staff members statewide. The Administrative Assistant must be friendly, detail and customer-service oriented, and possess flexibility in scheduling to help satisfy the staffing needs of a dynamic programming schedule.  Pay: $19.50/hour.   We are seeking either Full or Part-Time candidate(s) for this position.

Essential Duties and Responsibilities:

Greet guests, vendors, and staff in an articulate, professional, and friendly manner. Provide orientation information to visitors. Answer incoming phone calls, provide information about hours and programs, or transfer calls to appropriate staff. Answer general email inquiries in a professional and informative manner.  Provide timely responses to both phone and email inquiries.

Communicate effectively with outside parties interested in renting meeting or event space at the Rocks, including providing accurate rates, availability, and amenities.
Open and close Carriage Barn program center and outbuildings, as necessary.

Assists the Program Director in scheduling programs and events, including updating shared calendars and obtaining necessary paperwork.

Manages retail sales in the on-site gift shop and oversees day-to-day gift shop sales, operating credit card reader and cash register. Package, process, and ship out mail orders.
Effectively navigates the rapid pace of sales during the Christmas tree holiday season.

Coordinate with Rocks staff in managing gift shop inventory year-round, and Christmas tree and wreath inventory during holiday sales. Assist with training seasonal staff to help in gift shop during holiday periods.

Coordinate with and provide clerical assistance to the Christmas Tree Farm Manager with regards to day-to-day paperwork, mail, bookkeeping, and Seasonal employment-related paperwork. Ensure proper coordination with Forest Society Human Resources, Finance, Forestry and/or Stewardship staff.  Coordinate with Human Resources regarding scheduling Seasonal onboarding/orientation, and other Seasonal employment-related issues.

Assist with management of volunteers for programming and the Christmas Tree Farm. Communicate directly with volunteers, schedule volunteers, record hours, and contact information, and assist with recognition and thank you efforts. Coordinate with the Volunteer Coordinator as needed.

Reorder office supplies, wreath, and tree farm supplies. Order wreaths and assist with coordinating the wholesale orders for customers. Coordinate with Forest Society staff in Concord for reorders of brochures, Forest Notes, etc.

Effectively collaborate with Forest Society staff, both in Concord and at The Rocks, to achieve goals and objectives for The Rocks and the organization.

Other duties as assigned.

Contributions/Outcomes: This position will provide key assistance and support for all programs, events, and facilities rentals at The Rocks. The Administrative Assistant will positively influence the public’s experience at The Rocks through professional interaction with visitors and collaborating with volunteers. All visitors, staff, community partners, volunteers, and customers shall be treated with respect, fairness, and professionalism.  

Qualifications and Skills Required:

High school diploma.
General clerical experience working in an administrative environment.
Experience and comfort with retail work required, including operating cash registers, credit card readers, and troubleshooting under pressure. Experience with a basic level of managing daily sales receipts and reports preferred.
Must be able to self-direct during slow periods, and adjust to seasonal, fast-paced environments.
Maintain a cheerful and calm demeanor in a sometimes busy and demanding retail space.
Effectively navigate the rapid pace of sales during Christmas tree holiday season.
A positive, problem-solving attitude and the ability to work effectively with frequent interruptions.
Must be comfortable and capable of performing opening and closing duties of facility.
A keen sense of attention to detail and proven accuracy of work.
Excellent written and verbal communication skills
Good organizational skills, and the ability to work independently and exhibit good judgement and time management.
Required software/computer skills: point-of-sale systems, Microsoft Office Suite, Outlook, Google Suite, database management software.  Experience with Quickbooks or Quicken is helpful.
Must have reliable transportation and a valid driver’s license.

Working Conditions: This is primarily an indoor position that will work inside the building. Most work will be done indoors in coordination with some outdoor-based walking between buildings.  Occasional outdoor work may be required to effectively manage programs and events that are held outdoors.

Physical Requirements: The ability to lift and move a minimum of 20 lbs. to pick up mail order/packing products, and other supplies. The ability to stand and navigate uneven ground while walking on the property. Sitting or standing in the gift shop area for extended periods of time during busy periods.

Equity, Inclusion & Collaboration:

The Forest Society is an equity-based employer. We value a diverse staff and an inclusive culture. We value staff that work for the good of the whole; that can effectively collaborate to achieve shared goals of their department, as well as the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected status as required by applicable law.

Interested Candidates should send a cover letter and resume to:

Sarah AlSamaraee, Stewardship and Forestry Administrative Coordinator, at salsamaraee@forestsociety.org