Administrative Assistant - HR

Administrative Assistant of HR

Under the director of the Manager, Executive Projects and Communications, the Administrative Assistant of HR provides entry-level operational and administrative support to the Human Resources department, helping ensure the accurate and efficient execution of payroll processes, project coordination, contract tracking, and financial support activities. Assists with payroll data entry and reconciliation, supports coordination of HR projects and initiatives, maintains contract and vendor documentation, and provides administrative support for invoice processing and budget tracking. Serves as a key administrative support resource for departmental functions, assisting HR leadership and team members with scheduling, documentation, reporting, and process coordination. This role requires strong attention to detail, organization, and the ability to manage multiple priorities while ensuring compliance with organizational policies and procedures.

Essential Duties and Responsibilities

• Payroll, Invoice & Financial Support: Performs payroll data entry, validation, and reconciliation by reviewing timekeeping records for accuracy. Processing invoices by entering vendor data and verifying alignment with submitted services. Maintains organized payroll, invoice, and financial records. Tracks departmental expenditures and updates budget tracking tools. Compiles financial data for reporting and periodic reviews. Supports compliance with established financial processes and coordinates with Finance, Payroll, and Procurement on routine matters.
• Project & Administrative Coordination: Tracks project timelines, deliverables, and progress, and escalates delays or issues to leadership. Assists in organizing project documentation and ensuring accuracy and completion of assigned tasks. Coordinates meetings, prepares materials, and supports follow-up activities.
• Contract Tracking & Documentation: Maintains and updates contract records, including tracking key dates such as expiration and renewal timelines. Organizes and maintains contract files, documentation, and related correspondence. Assists with monitoring contract status and ensures documentation is complete and accessible. Coordinates with Procurement or leadership as needed regarding contract updates or changes.
• HR Department Coordination Support: Provides general administrative support to the HR team, including scheduling, document preparation, and reporting. Maintains department inventory and supplies. Supports adherence to departmental processes and procedures to ensure consistency and compliance. Coordinates with Finance, Procurement, Public Works, Centralized Workplace Services and IT on routine administrative matters.
• Performs other duties as assigned to support the efficient operation of the department.

Education, Experience and Qualifications

• High School Diploma or GED required.
• Bachelor's degree in Business Administration, Finance, or Human Resources preferred.
• Minimum one (1) year of experience supporting Human Resources preferred.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

Knowledge, Skills and Abilities (KSA)

• Basic knowledge of Human Resources functions, including payroll processes, HR operations, and administrative practices
• Understanding of general accounting and financial tracking concepts (e.g., invoices, expense tracking, budget reports)
• Familiarity with contract documentation and records management practices
• Knowledge of office administration procedures and business operations support
• Basic understanding of compliance requirements, confidentiality standards, and organizational policies
• Familiarity with HRIS/payroll systems and document management tools preferred
• Analytical skills to identify discrepancies and support issue escalation
• Attention to detail and accuracy in data entry, recordkeeping, and document review
• Basic problem-solving skills with the ability to follow established processes and procedures
• Coordination and administrative support skills, including meeting planning, tracking deliverables, and documentation
• Proficiency in data tracking, spreadsheet maintenance, and reporting support
• Customer service orientation with the ability to support internal clients professionally and responsively
• Demonstrated ability to work independently and exercise sound judgment. Demonstrated ability to build effective relationships across departments and with external partners.
• Demonstrated ability to adapt to changing priorities in a fast - paced, dynamic environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

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!