NVO Gerlach Office Assistant - Seasonal

JOB SUMMARY

The Gerlach Office Assistant will provide administrative support in the day-to-day operations of the Burning Man Gerlach Office that meet the ongoing and evolving needs of the organization. This collaborative role embodies best practices across organizational functions that enhance office operations and culture; and will regularly seek input and offer feedback to office leadership. 

This is a temporary, full-time, non-exempt role, based in Gerlach, NV running from June to September, 2024.

The deadline to apply for this role is 5:00 pm Pacific on April 16th, 2024.

DUTIES & ESSENTIAL JOB FUNCTIONS

Communications (45%)

• Answering incoming calls on a multi-line phone.
• Making and responding to 2-way radio calls, emails, or application based platforms on behalf of staff or visitors.
• Greeting the public and Burning Man Staff at the Gerlach Office.
• Daily updating and maintaining the intake databases, including NVO staff and visitors (staff and guests). 
• Update and provide weekly reports to the Gerlach Office Manager about the Gerlach Office and job operations.
• Ensure that private or sensitive information about individuals or the organization is handled confidentially.
• Daily communication with the Housing, Ranch, or associated staff or teams regarding projects, issues and concerns as they arise

General Administrative (35%) 

• Data entry and database management.
• Handling expense reports for the Gerlach Office Manager
• Collecting, researching, and completing documentation related to Nevada Operations based activities.
• Photocopying, faxing, and mailings.
• Assist in receiving, logging, distributing, and securing packages and mail that arrive at the Gerlach Office and the Gerlach post office.
• Filing and maintenance of electronic filing systems. 
• Ensuring all office equipment is in working condition.
• Maintaining calendars and assisting Staff with the various NVO, DPW and BMP calendars.
• Daily maintenance of databases pertaining to NVO staff package tracking, delivery, and pick up.
• Scheduling conference calls or meetings in the Gerlach Office, Black Rock Saloon, or online.
• Providing employees with relevant documentation and databases.
• Organizing, planning, or assisting in hosting and executing the operations for company parties, events, or meetings.
• Updating, maintaining, and reporting on incoming visitors, staff, and guests.

Office Maintenance (15%)  

• Ordering, acquiring, and stocking items needed for Gerlach Office operations.
• Keeping an inventory and stocking office materials.
• Maintaining a clean and organized workspace. Clean common areas to standards outlined by the Gerlach Office Manager.
• Maintain the office space's integrity by reporting any questionable variations from office policy or operations to the Gerlach Office Manager.
• Work from the Gerlach Office before, during, and after the BRC event and provide additional office coverage as needed.
• Monitor personal well-being and the well being of Gerlach Office operations and policies, be aware of work expectations and proactively address any concerns with the manager.

Other Functions and Responsibilities (5%)

• Order, pick up and potentially deliver items from vendors to and from Reno, Gerlach, and Playa as needed.
• Perform other duties as assigned.

LEARNING AND TEACHING

• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

Required

• Ability to adjust schedule seasonally to work in Gerlach, Nevada.
• Knowledge of office machine use.
• Computer literate
• Able to take direction and foster a cooperative work environment.
• Personal integrity; able to uphold a high standard of confidentiality.
• Open to change and handling a variety of changing daily tasks.
• Excellent customer service skills 
• Be able to lift up to 60 llbs.
• A respectful and polite demeanor; able to provide services with care and receive inquiries with patience and graciousness.

Preferred

• It is helpful if the candidate has previously been to Burning Man and is familiar with its culture.
• Familiarity with Google Suite a plus

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS

• Valid driver’s license and a good driving record.

COMPENSATION: 

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated pay rate for this position is $__16.00 to $_17.00_ per hour.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa:  Work is primarily sedentary in nature; no special demands are required. Minimal standing, lifting and bending associated with assistance for package receiving.
• On-playa: Work is off-playa, and job duties will mostly be performed in Gerlach.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.