Admin Assistant III - Travel Center Operations (7320)

Admin Assistant III - Travel Center Operations

Position Type Full Time Job Shift Any Category Transportation

Description

This position is responsible for providing administrative support and independently maintaining, organizing and planning all the business affairs of the Travel Center Operations department. In addition, we strive to deliver our Five Star Experience to Guests and fellow Team Members. This includes being committed to our Service Promise: We are the Twenty-Nine Palms Band of Mission Indians Team, where your experience is our top priority. Every person and detail matters.

Essential Duties And Responsibilities:

• Provide outstanding customer service to guests and all other employees by exceeding our mission statement.
• Deliver our Five Star Experience to Guests and all Team Members by embodying our Mission Statement and Service Promise while adhering to department service standards. This entails consistency performing our service expectations of: Welcoming, Proactive, Seamless, Personalized and Valued.
• Manage a calendar, schedule appointments and provide real-time scheduling support by booking appointments and preventing conflicts. Anticipate the needs of others in order to ensure their seamless and positive experience.
• Screen incoming calls and correspondence and determine what, if any, are subject to direct review. Independently respond to correspondence and telephone calls. Provide direct administrative support to senior leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and faxes.
• Develops, implements and administers department office systems and procedures. Establishes office procedures, policies and operations.
• Arrange programs, events, or conferences by arranging facilities and caterer, issue information or invitations.
• Direct preparation of records such as agenda, notices, minutes and resolutions for meetings.
• Act as custodian of documents and records and handle sensitive information in a confidential manner.
• Handles office tasks, such as filing, generating reports and presentations, setting up meetings, and reordering supplies.
• Offers strategic support to the Travel Center team as required.
• Compose and prepare confidential correspondence, reports and other complex documents.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings.
• Training or mentoring lower-level administrative staff.
• Demonstrates advanced proficiency in analytical tools and software applications.
• Possess strong problem solving and decision-making skills.
• Comply with Twenty-Nine Palms Band of Mission Indians policies and applicable laws.
• Ensure compliance with all Minimum Internal Control Standards (MICS) as well as all Tribal Internal Control Standards (TICS).
• Present a positive image of the Tribal organization to its guests and vendors and to assist them as required.
• Must follow all safety policies and procedures and attend all scheduled safety meetings and training as a condition of employment.
• Perform any other duties that may be assigned from time to time.

Qualifications

Education And Experience (Must Be Documented):

• Must possess a high school diploma or equivalent; Associate's or Bachelor's Degree preferred.
• Minimum five (5) years related experience and/or training, or equivalent combination of education and experience.
• Experience with Retail Fuel Accounting is preferred.
• Minimum one (1) year of experience using SSCS back office is preferred.
• Experience in fuel retail or convenience store operations strongly preferred.
• Intermediate proficiency in Microsoft Excel is strongly preferred

Certification, Licenses And Any Additional Requirements:

• Must pass periodic random drug screens.
• Must be able to pass background suitability investigation.
• Must obtain a Tribal Gaming License.
• Must obtain all other applicable certifications and licenses.
• Must provide proof of eligibility to work in the United States within 72 hours of employment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk and hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to use upper extremities, including but not limited to, hands and fingers to handle, or feel; reach with hands and arms. They may be occasionally required to climb or balance, stoop, bend, push, pull, twist, kneel, crouch, or crawl. The employee must occasionally lift up to 25 pounds and/or push, pull up to 50 pounds. The employee is occasionally required use repetitive movements to complete tasks. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Employee may be occasionally required to work in low light conditions, and may be exposed to loud noise for extended periods.

Work Environment:

• Multiple locations.
• Some enterprises are open 24 hours per day, 7 days per week; therefore, 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.
• Some enterprises are gaming facilities.
• Some enterprises are not a smoke-free environment.
• Surveillance cameras and audio equipment monitor the premises recording activity throughout most of the facilities on 24 hours per day, 7 days per week 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