Administrative & Financial Operations Coordinator (6690)

This position is responsible for delivering advanced administrative, operational, and financial coordination for Information Technology and several additional departments. The Administrative & Financial Operations Coordinator operates within a matrixed support model and is accountable to multiple department leaders for execution of defined business functions and deliverables. The role independently manages a substantial portfolio of departmental business functions and executes approximately 90% of assigned financial support operations, including bill pay coordination, invoice processing, purchase order administration, budget ownership support, vendor and contract lifecycle coordination, and documentation control. The position also handles leadership reporting, audit readiness support, cross‑functional project coordination, and process improvement initiatives that strengthen accountability, service delivery, and operational efficiency. Essential Duties and Responsibilities Provide advanced shared services coordination and business support across Information Technology and several other shared services departments, ensuring high standards of accuracy, responsiveness, discretion, and follow‑through. Execute and oversee approximately 90% of assigned departmental financial support functions, including invoice intake, bill pay coordination, payment request processing, purchase order creation and maintenance, documentation review, and status tracking. Provide budget ownership support by tracking expenditures, committed spend, invoice aging, open obligations, and budget activity; identify variances, flag risks, and prepare timely updates for leadership decision‑making. Coordinate vendor and contract lifecycle by partnering with internal stakeholders to ensure continuity, compliance, and timely action. Support audit readiness by maintaining complete, accurate, and accessible financial and administrative records; validate supporting documentation and ensure files are organized for internal review, compliance requests, and operational accountability. Prepare leadership reports, dashboards, summaries, and briefing materials related to spending, vendor activity, open items, project status, and departmental operational needs. Coordinate cross‑functional projects and initiatives by managing timelines, scheduling meetings, documenting action items, following up on deliverables, and keeping stakeholders informed on status, dependencies, and next steps. Develop, implement, and improve administrative and financial workflows, tracking tools, standard operating procedures, and filing structures to increase efficiency, consistency, and internal control. Serve as a central point of coordination for departmental requests, vendor communications, and executive follow‑up, resolving routine issues independently and escalating complex matters appropriately. Prepare, review, and distribute confidential correspondence, presentations, reports, spreadsheets, and business documents requiring a high degree of accuracy, professionalism, and judgment. Manage executive and departmental calendars, meeting logistics, agendas, minutes, travel coordination when needed, and follow‑up actions across multiple leaders and priorities. Handle sensitive financial, personnel, vendor, and business information with strict confidentiality and demonstrate sound judgment in support of leadership and departmental operations. May provide training, workflow guidance, or onboarding support to administrative staff or department coordinators on established processes, tools, and documentation standards. Comply with applicable Tribal policies, internal controls, department procedures, and all required safety and operational standards. Present a professional and service‑oriented image of the Tribal organization to leaders, team members, vendors, and external partners. Perform other related duties and special projects assigned in support of shared services operations and departmental priorities as requested. Supervisor Responsibilities This position does not have direct supervisory responsibilities; however, it may provide coordination, training, work guidance, or lead support for administrative processes and shared department workflows. Qualifications Education and Experience (Must be documented) Must possess a high school diploma or equivalent; Associate’s degree in Business Administration, Accounting, Finance, Human Resources, Communications, or a related field is preferred. Bachelor’s degree is a plus. Minimum five (5) years of progressively responsible experience in administrative operations, business operations, finance support, accounting support, purchasing, project coordination, or a related field, or an equivalent combination of education and experience is preferred. Minimum three (3) years of direct experience supporting financial operations, including invoice processing, bill pay coordination, purchase order administration, budget tracking, vendor management, contract documentation, reconciliations, or audit support. Experience supporting multiple leaders, departments, or shared services functions is strongly preferred. Demonstrated experience preparing reports, analyzing records for accuracy, tracking budgets or open obligations, and coordinating projects or operational workflows with minimal supervision. Advanced proficiency in Microsoft Office applications, especially Excel, Word, Outlook, and PowerPoint, is required; experience with finance, purchasing, contract management, or enterprise resource planning systems is strongly preferred. Must demonstrate strong organizational skills, sound judgment, discretion, business communication skills, and the ability to manage multiple high‑priority assignments in a fast‑paced environment. Certification, Licenses and Additional Requirements Must pass periodic random drug screens. Must be able to pass background suitability investigation. Must obtain and maintain all applicable certifications, credentials, clearances, and licenses required for the assigned departments and business units. Must provide proof of eligibility to work in the United States within 72 hours of employment. Physical Demands The employee is regularly required to talk, hear, stand, walk, and sit. They are occasionally required to use upper extremities, climb or balance, stoop, bend, push, pull, twist, kneel, crouch, or crawl, and lift up to 25 pounds or push/pull up to 50 pounds. Repetitive movements and specific vision abilities are required. The employee may be exposed to low light conditions and loud noise for extended periods. Work Environment Multiple locations. Some enterprises are open 24 hours per day, 7 days per week; you must be flexible to work any and all hours. Must be available for emergency calls 24/7. Must be available to work weekend and holidays. Surveillance cameras and audio equipment monitor the premises, recording activity throughout most of the facilities on a 24‑hour basis. Indian Preference Act The Twenty‑Nine Palms Band of Mission Indians has a resolution on file with Human Resources to ensure that Indian Preference will be adhered to in the following order in accordance with IPA: 1. Tribal Members 2. Other Native Americans 3. All other ethnic groups #J-18808-Ljbffr