Come work for the leading employer in the Coachella Valley. Agua Caliente offers a comprehensive benefit and compensation package that includes rich medical and dental benefits, a 401k plan with employer match, more than 3 weeks of paid time off per year for newly hired employees, and other great benefits like food and beverage discounts at our three casinos, fuel discounts, tuition and wellness reimbursement, plus much, more.
WHO ARE WE: The Agua Caliente Band of Cahuilla Indians is a federally recognized Indian Tribe located in Palm Springs, California, with 32,000 acres of reservation lands that spread across Palm Springs, Cathedral City, Rancho Mirage, and into the Santa Rosa and San Jacinto mountains. The Tribe currently owns and operates two 18-hole championship golf courses, 3 casinos located in Cathedral City, Rancho Mirage, and downtown Palm Springs, two world class spas, and a fuel station. For more information about the Tribe, visit www.aguacaliente-nsn.gov.
JOB DESCRIPTION SUMMARY
Under the supervision of Trust Services management, the Trust Services Administrative Assistant provides comprehensive administrative support to the department. This includes supporting the Trust Services Director, assisting with front office (reception) duties, and consistently delivering excellent customer service.
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)
- Execute all duties in compliance with departmental policies and procedures.
- Check, receive, and sort mail daily for all entities within Trust Services.
- Date-stamp and process all incoming documents and transactions promptly.
- Log incoming documents into appropriate database.
- Prepare record of transaction receipt (transmittal receipt) for clients.
- Retrieve existing federal files related to incoming transactions, verify exiting vesting with submitted documents, prepare documents for assignment and route to appropriate staff.
- Process, scan, and email check requests, deposits, and other administrative items.
- Organize and maintain the file room and files for Residential Leasing and Rights-of-Way.
- Complete daily filing according to master file plan and retrieve land lease records as necessary.
- Ensure file folders labels comply with applicable record keeping and archival standards.
- Provide reception duties, answer general inquiries, and route phone calls.
- Respond to inquiries, provide public processing requirements, and other related information.
- Provide direct administrative support to the Trust Services Director.
- Provide administrative support to Trust Services Coordinator, Trust Services Managers, and Supervisors as needed.
- Possess excellent customer service skills.
- Process pick-up and delivery of all departmental documents.
- Scanning, filing and other administrative tasks as assigned.
- Complete daily report and submit it to Trust Services Director.
QUALIFICATIONS AND SKILL REQUIREMENTS
- Attention to detail is critical.
- Research and records retrieval skills.
- Proficiency in computer applications including Word, Excel, and Outlook.
- Strong ability to prioritize and multi-task.
- Excellent organizational ability, and achievement of project timelines.
- Excellent grammar and communication skills, a must
- Able to assimilate documents received into proper order for review.
- General knowledge of Real Estate terminology, a plus.
- Knowledge of BIA Realty policies, practices, and techniques is a plus.
- Strong ability to perform in a fast-paced environment; handle multiple incoming calls.
- Must type a minimum of 55 WPM
- Must possess a valid U.S. driver’s license.
- Must comply with applicable training and security requirements.
SUPERVISORY RESPONSIBILITIES
None.
ACCESS TO SENSITIVE AREAS AND INFORMATION
Department files and transactions containing confidential and sensitive information.
SIGNATORY ABILITY
None.
