Accounting Administrative AssistantGrand Canyon Railway & HotelFlagstaff, AZ
A property of: Xanterra Parks & Resorts
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Job Description


he Administrative Assistant will work under direction of the South West Regional Controller and Assistant Controller. The Administrative Assistant is responsible for assisting and supporting the South West Regional Controller and Regional Accounting Department staff. 


  •  Receive 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. Deposit all checks remotely to NBA or JPMorgan Chase on a daily basis. Distribute deposit logs to Accounts Receivable, Income Auditor, and South West Regional Controller on a daily basis. Update monthly and YTD deposit logs as needed.
  • Maintain spreadsheet of miscellaneous commission receipts. Contact vendor for non-payment, untimely payment, etc. Email spreadsheet to South West Regional Controller monthly.
  • Prepare and distribute weekly work schedules. Keep employee data sheet and accounting organizational chart up to date.
  • Post job announcements received from HR. Update and distribute company policy memos.
  • Provide monthly safety training to accounting employees. Maintain MSDS binder.
  • Maintain DMV fleet registration/licensing needs for all GCR, XSR, TGH, and TTP company vehicles. Distribute annual vehicle insurance cards to appropriate personnel for all company vehicles.
  • Prepare credit letters/applications to new prospective vendors as needed; submit credit applications to corporate legal for review and signature approval.
  • Maintain logs/keys/company gas cards for Flagstaff pooled vehicles and assign as needed.
  • Review and verify receipts attached to employee travel expenses and reimbursement requests and submit to South West Regional Controller for approval.
  • Process and mail requests for purchased gift certificates. Maintain and submit log to appropriate employees as needed.
  • Annually send written correspondence to GCR, XSR, and TGH liquor vendors that have our fixed deposits on hand and request confirmation of receipt.
  • Run and distribute monthly financial reports and annual budget reports. Filing of monthly journal entries into binders.
  • General clerical duties including 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.
  • Train in mailroom duties and act as back-up for mailroom position when needed.
  • Participate in the month end closing process as needed.
  • Complete timely balance sheet account reconciliations as assigned.
  • Participate in annual retail inventories as needed.
  • Coordinate monthly employee appreciation day (cake, notification, etc.), annual holiday luncheon, and other special office functions.
  • Maintain the accounting admin assistant desk policy and procedures manual as needed.
  • Keep the accounting office and employee break room areas clean and neat
  • Responsible for understanding and ensuring compliance with all Accounting policies & procedures.
  • Responsible for understanding and complying with all Xanterra and Grand Canyon Railway hospitality standards, procedures and policies.
  • Perform other duties as needed.

 Xanterra Parks & Resorts® Grand Canyon Railway (GCR) "We are an Equal Opportunity Employer, Female/Minority/Veterans/Disabled/Sexual Orientation/Gender Identity."

Job Requirements

  •  Must have previous computer experience with a working knowledge of Excel spreadsheets and Word.
  • Must have a good working knowledge of windows based software programs to be able to communicate effectively via email (Outlook) and for tracking and reconciling applicable reports (Excel).
  • Must have good organizational skills with the ability to maintain flexibility in carrying out daily job duties, organizing and managing multiple priorities and tasks while interacting with a diversified staff.
  • Must be able to effectively handle stressful situations in a public setting and resolve job related problems in a professional manner.
  • Must be able to establish and maintain an effective professional working relationship with co-workers, Accounting Manager, Assistant Controller, Regional Controller, and other departments; working together in a positive work environment.
  • Must possess good interpersonal skills with the ability to read, write, and speak English; communicate professionally, effectively and clearly face-to-face, and in written communication with all levels of the organization, leadership and with the Assistant Controller and Regional Controller.
  • Must be able to operate a motor vehicle and have a valid Arizona driver’s license.
  • Must have the ability to lift mailbags and boxes up to 30 pounds.

Job Details

Entry level

About this location

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401(K) Matching
Company Discounts
Dental Benefits
Health Insurance Benefits
Job Training
Paid Time Off
Travel Perks
Wellness Programs
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Grand Canyon Railway & Hotel
Grand Canyon Railway & Hotel is a resort offering many amenities such
as: RV Park, Kennel, 298-room hotel, 3 retail locations, 2 dining facilities,
and A TRAIN. We run a day train to the Grand Canyon Soushow more
show more
Address235 North Grand Canyon Boulevard, Williams, AZ, 86046 View map
Property typeHotel 
room Count251-500 
location TypeUrban 

People (3)

Jeff D'ArpaGeneral Manager"We are one big GCR family."
Shannon DierenbachChief Human Resources OfficerPrior to joining Xanterra, Dierenbach was a member of the executive leadership of Richfield Hospitality, Inc. and Sceptre Hospitality, Inc. as the Senior Vice President of Human Resources and Risk Management. Under her guidance Richfield Hospitality’s portfolio attracted, inspired, and retained high-performance employees while mitigating risk exposure for owners. Her innovative hospitality HR and Risk Management programs propelled Richfield to achieving its Company Mission and ensuring client satisfaction. Dierenbach joined Richfield from Hyatt Hotel & Resorts where she held various positions in the employment and benefits divisions. She holds a BS degree from the University of Massachusetts and is Senior Professional in Human Resources (SPHR) certified. Dierenbach is also Co-Chair of the AHLA HR Committee.
Andrew N. ToddPresident & CEOPrior to his appointment as President & CEO of Xanterra in 1994, Todd was Senior Vice President of Portfolio Management for Chicago-based JMB Realty Corporation, where he orchestrated the acquisition of TW Recreational Services, Inc., the concessioner at Yellowstone, Mount Rushmore, Zion and other prominent US national parks and memorials. The merger of TW Recreational Services with JMB’s Parks & Resorts Division resulted in Xanterra becoming the largest park concessions management company in the United States. Todd has a strong personal commitment to the environment. At his helm, Xanterra has become widely recognized for its progressive environmental stewardship and related innovations in the hospitality industry. Xanterra was the first hospitality company and the eighth company worldwide to commit to a target for the absolute reduction of greenhouse gas emissions under the World Wildlife Fund’s Climate Saver Program. Xanterra was the first company in the tourism industry to create and utilize measurable environmental performance metrics specific to the hospitality industry. Todd’s establishment of company-wide environmental standards, including the implementation of ISO 14001-certified environmental management systems, have led to numerous industry and peer-reviewed awards for Xanterra, including Lodging Magazine’s 2014 Sustainability “Entity of the Year” and Environmental Leader Magazine’s 2014 Project of the Year at Zion National Park. Additional awards include the U.S. Department of Interior’s Environmental Achievement Award in 2009 and 2014 and recognition as a Gold Leader in the State of Colorado’s Environmental Leadership Program. A native of Indiana, Todd began his career at KPMG in 1979 soon after obtaining his Bachelor of Science degree in Accounting from Indiana University. He is a certified public accountant and a member of the American Institute of CPAs and the World Presidents’ Organization. Todd chaired the Washington, DC–based National Park Hospit

Culture (3)

Sustainability is a Priority at Grand Canyon RailwayGrand Canyon Railway & Hotel uses sustainable practices throughout all aspects of our operations, from energy consumption to food service to water conservation. Not to mention our historic steam locomotive fueled by recycled waste vegetable oil. Our ...
Working on the Railroad - Satisfy Your Sweet ToothGrand Canyon Railway's Director of Retail take you on a tour through our new Hammonds Candy Shop inside the Williams Depot.
Change the CourseWater. It Connects Us All Help Us Change the Course Xanterra Travel Collection has partnered with Change the Course to help the plight of the Colorado River and other watersheds. We are in the midst of a freshwater crisis both in the United States and internationally. How dire is the situation? The very foundation of human life, economic growth and agriculture as well as the number one resource and habitat for fish and wildlife is in danger of drying up. There is nothing more important than water in the West—it has shaped our land and continues to shape our experiences. You can help make a difference. We invite you to take a pledge to join us. For every pledge, Change the Course will restore 1,000 gallons of water helping the highly stressed Colorado River Basin and the rivers and the wildlife that depend on it. Sponsors turn these pledges into support of on-the-ground restoration projects, as well as contributing funds to balance their own water footprints through projects that return water to the environment. What Can You Do to Help? Pledge! Help us! will restore 1,000 gallons of water to the Colorado River when you pledge in 1 of 3 ways: 1) Fill your water bottle at a refill station ~or~ 2) Take a picture when you’re filling up at a refill station and post to Instagram or Twitter using #Water4Parks. ~or~ 3) Text “Rivers” to 474747. Show People How You Are Pledging #Water4Parks
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