Administrative Assistant III - F&B

Description

PLEASE READ BEFORE APPLYING

This posting is specifically for the Level III Administrative Assistant position supporting the Food & Beverage Department. This is an advanced administrative role that requires a high level of organization, attention to detail, independent judgment, follow-through, and the ability to manage multiple priorities in a fast-paced operational environment.

Please carefully review the full job description, essential duties and responsibilities, qualifications, and requirements before applying. Candidates should ensure they meet the minimum qualifications and understand the responsibilities and expectations of the Level III position.

SUMMARY: 

Performs administrative and office support activities for the department. May assist with overflow work and fill in for other administrative staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Level I

• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Assists the department with day-to-day administrative needs
• Composes and types personal letters, inner-office correspondence and other memos to department.
• Coordinates with other departments on a regular basis to ensure compliance with organizational policies and procedures.
• Ensures up-keep and maintenance of employee files, including names, addresses, telephone numbers and titles, as well as all other files within the department in accordance with the organization's policies and procedures.
• Files correspondence and other records.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Maintains and updates master calendar of department activities.
• Maintains current inventory records of all department supplies.
• Maintains hard copy and electronic filing system.
• Maintains proper records of Personal Action Notices and Unsatisfactory Performance Documentation. Compiles such information on an as needed basis.
• Makes copies of correspondence or other printed matter.
• Orders office supplies for the department as needed. 
• Performs general clerical duties to include but not limited to; Photo copying, faxing, mailing, scanning and filing.
• Places orders for operational equipment, office supplies, professional services, uniforms and tracks progress and results.
• Prepares outgoing mail.
• Processes payroll on a biweekly basis. Initiates appropriate adjustments.
• Reads and routes incoming correspondence. Locates and attaches appropriate file to correspondence to be answered by departmental staff.
• Records minutes of staff meetings.
• Responsible for the accuracy, confidentiality and thoroughness of departmental records and reports.
• Schedules appointments for employer.

Level II

Performs all duties of Level I, plus

• Performs complex administrative support to department.
• Interprets organizational policy and assists departments with compliance.
• Drafts and types departmental policies and procedures.
• Drafts correspondence the department and/or Manager based on departmental knowledge.
• Responds to requests for information from other departments and/or the public.
• Coordinates meetings, conferences, arranges travel schedules and reservations for the department and/or Manager.
• Tracks attendance and reports to manager any issues that arise, including the need for possible disciplinary actions.
• Gathers data, compiles and types statistical reports.

Level III

Performs all duties of Level I & II, plus

• Studies management methods in order to improve the effectiveness and effectiveness and efficiency of workflow. Reviews and analyzes budget reports, identifies administrative needs and develops appropriate solutions or recommendations.
• Conducts research and analytical studies, preparing reports that include cost analyses, comparative financial data, and informational data to support findings.
• Coordinates collection and preparation of operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.
• Monitors and controls inventory of equipment and supplies.
• Prepares for action by management recommendations for acquisition of newly developed, additional or replacement equipment.
• Coordinates maintenance activities with operations to avoid disruption in communications and ensure efficiency of operations.
• Interprets and applies laws, rules, and regulations applicable to the organization.
• Uses judgment and makes decisions when faced with equipment failure, inhospitable maintenance conditions and/or software/hardware problems.

ADDITIONAL DUTIES

• Responsible for knowing all events in the property.
• Attend all mandatory meetings and training.
• Maintain confidentiality.
• Display sensitivity to Native American Culture.
• Operate within the parameters of the Little Creek Human Resource Policies, Departmental Policies and all other applicable regulations. 
• Other duties may be assigned.

S.I.G.E. TRIBAL - STATE COMPACT & ACCOUNTING & INTERNAL CONTROL 

DUTIES AND RESPONSIBILITIES:

Responsible for Internal Control and Compact compliance regarding Casino Operations and ensure compliance with regulations of the Tribal Gaming Commission. 

SUPERVISORY RESPONSIBILITIES

May supervise or guide the performance of lower-level position.

Requirements

QUALIFICATIONS:

Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Language Skills:

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  
• Ability to write reports, business correspondence, and procedure manuals.  
• Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.      

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. 
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other skills and abilities:

• Proficiency with Microsoft Word; Microsoft Excel; Microsoft Power Point; Microsoft Access; Paylocity and ability to work with department specific systems and applications.

EDUCATION and/or EXPERIENCE:

Level III

• High school diploma or GED required
• Associate degree in business or related field
• OR certificate from a university or technical school
• Higher level education preferred
• 6 years of experience and training in an administrative related position, or a combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Class III Gaming License issued by the Squaxin Island Gaming commission 
• May require department-specific licenses and registrations 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. 

While performing the duties of this job, the team member is regularly required to:

• Use hands to finger dexterity
• Handle and feel
• Talk and hear
• The team member is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch
• or crawl.
• The team member must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, color vision, and ability to
• adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. 

While performing the duties of this job, the team member is occasionally exposed to:

• Fumes or airborne particles
• Toxic or caustic chemicals
• Moving mechanical parts
• Moderate to loud noise levels
• Varying levels of crowds