Admin Assistant III - Maintenance

SUMMARY:

This position is responsible for providing administrative support and independently maintaining, organizing and planning all the business affairs of the Maintenance 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:

The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 maintenance 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.

SUPERVISORY RESPONSIBILITIES:

This job does not require supervisory duties. May have supervisory or lead responsibilities.

EDUCATION/ EXPERIENCE:

• Must possess High School Diploma or equivalency.  
• Must type a minimum of 60 net words per minute.
• Entry Level: requires three (3) years of increasingly responsible secretarial experience; OR 60 semester hours (or equivalent quarter hours) from an accredited college or university and one (1) year of increasingly responsible secretarial experience.

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 provide proof of eligibility to work in the United States within 72 hours of employment
• Must be bilingual.  English/Spanish.

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 frequently required to stand; walk or sit; talk or hear; use hands to finger, handle or feel, reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Some enterprises are open 24 hours per day, seven (7) days per week; therefore, you must be flexible to work any and all hours.
• Some enterprises are gaming facilities.
• Some enterprises are not a smoke-free environment.
• Be aware that surveillance cameras and audio equipment monitor the premises recording activity throughout the facility on a 24-hour, 7 – day 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