Administrative Assistant III - F&B

Level III Administrative Assistant

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.

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 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