Administrative Assistant, Slots

Reporting to the Supervisor, Slot Administrative, the Administrative Assistant – Slots provides comprehensive administrative and operational support to Slot Department leadership and team members to ensure efficient department operations. Responsible for record maintenance, auditing support, asset tracking, regulatory documentation management, payroll administration and tips processing. Exercises sound judgment, discretion, and independent decision-making when handling confidential and time-sensitive information. Collaborates with department leadership and cross-functional partners to ensure audit readiness, compliance with regulatory requirements, payroll accuracy, and the successful execution of departmental priorities while upholding the Tribe's vision, mission, and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.    Provides comprehensive administrative support to the Slot Department by carrying out day-to-day office functions, maintaining records and files, preparing correspondence, coordinating communications, and assisting leadership with general administrative tasks. Ensure all records are accurately maintained, securely stored, and handled with appropriate confidentiality.
2.    Maintains regulatory and operational records for Slot Operations by inputting, tracking, and maintaining slot machine documentation within electronic filing systems. Organizes and manages records in support of regulatory compliance requirements and prepares documentation for internal and external audits. Coordinates and processes machine service and maintenance requests as needed.
3.    Manages and maintains departmental asset and inventory records, including tracking the movement of slot machines, creating and assigning machine identifiers, maintaining inventory controls, and ensuring accurate documentation of departmental assets.
4.    Maintains radio, mobile device, and other departmental equipment inventories by tracking assignments, repairs, replacements, and dispositions to ensure accountability and accurate recordkeeping.
5.    Supports departmental auditing and reconciliation activities by reviewing forms, records, reports, and supporting documentation for accuracy, completeness, and compliance with departmental procedures and regulatory requirements. Assists with audit preparation and research of discrepancies as assigned.
6.    Provides payroll and tips administration support, as needed, by reviewing employee time records, entering payroll-related adjustments and pay codes, auditing hours worked, maintaining supporting documentation, and assisting with tips tracking, reconciliation, and reporting to ensure accuracy and timely processing.
7.    Assists department leadership with special projects, purchasing activities, and operational initiatives by maintaining inventory stock, processing supply requests, attending meetings, and coordinating project-related activities to ensure deadlines and departmental objectives are achieved.
8.    Performs other duties as assigned to support the efficient operation of the department.

 EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or GED required.
• Associate’s degree in business administration or related field preferred.
• Minimum two (2) years administrative experience required.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Intermediate proficiency in Microsoft Office applications, particularly Excel, including spreadsheets, formulas, and data analysis functions.
• Demonstrated ability to accurately audit, reconcile, and analyze payroll, tips, timekeeping, and other operational records.
• Ability to maintain strict confidentiality and exercise discretion when handling sensitive employee, payroll, financial, and operational information.
• Strong organizational, time management, and prioritization skills with the ability to manage multiple deadlines in a fast-paced environment.
• Ability to identify discrepancies, conduct research, and resolve issues in a timely and professional manner.
• Excellent verbal and written communication skills with strong attention to detail, grammar, and accuracy.
• Ability to work independently and exercise sound judgment with minimal supervision.
• Demonstrated proficiency in maintaining records, preparing reports, and supporting internal and external audit processes.
• Must possess a professional demeanor and the ability to establish effective working relationships with team members, leadership, regulatory agencies, and external partners.
• Must possess scheduling flexibility and the ability to adjust work schedules, including modified start and end times, as necessary to meet payroll processing deadlines, operational requirements, and business needs.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.
• Work requires travel to attend meetings, trade shows, and conferences.
• Incumbents may be required to work evening, weekend and holiday shifts.
• Must be able to work in a fast-paced, high-demand environment.
• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!