Administrative Assistant II
DEPARTMENT: Administration
STATUS: Fulltime/Non-Exempt
REPORTS TO: Office Administrator
SUPERVISES: N/A
JOB SUMMARY: Responsible for the administrative support for the DCGC; ensuring that the department’s goals are achieved within the guidelines of all regulatory specifications.
JOB RESPONSIBILITIES:
1. Provides administrative support to DCGC personnel as directed;
2. Files administration and financial information, as well as, casino compliance documents;
3. Provides updates to inventory status on administration supplies;
4. Answers routine correspondence without supervisor’s involvement;
5. Updates and maintains contract renewal schedule;
6. Document control and routing of infrastructure and master plan construction for DCGC records.
7. In the absence of the Office Administrator, attends and takes minutes of meetings, summarizes and types minutes of meetings and distributes minutes to appropriate personnel;
8. Assists in processing and auditing of time sheets;
9. Posts Accounts Payable as directed;
10. Processes Payroll as directed;
11. Runs errands as necessary;
12. Assists Office Administrator in the purchasing coordination function when needed;
13. May assist with travel arrangements for DCGC personnel;
14. Assists with coding Accounts Payable in preparation for check runs;
15. Coordinate and maintain office equipment system for Commission;
16. Tasks as assigned by Commissioners and/or supervisor;
17. Maintains strict confidentiality at all times;
18. Meets the attendance guidelines of the job and adheres to regulatory, departmental and Tribal Office policies and procedures;
19. Attends all required meetings and training;
20. Places, accepts and screens telephone calls and refers calls to others as appropriate.
21. Greets clients and visitors and directs to appropriate staff member.
22. Provides information and assistance to clients and customers.
23. Answers inquiries for the general public.
24. Prepares and types correspondence, forms and reports.
25. Assists with scheduling appointments for license applicants.
26. Creates and maintains records for Gaming Machines.
27. Organizes/disseminates incoming mail and internal memos and reports, sorts as to level of importance.
28. Creates and maintains files and records, as required.
29. Reviews Gaming Packets with prospective casino vendors and employees ensuring applications are complete.
30. Adhere to Criminal Justice Information Services (CJIS) Policy and Procedures.
31. Understanding of what DOJ BGC Compact Key Employees are and what tribal, federal and state laws require for them.
32. Understanding of what NIGC Key and Primary Management Employees are and what tribal, federal and state laws require for them.
33. Data entry, update and maintain spreadsheets.
34. Update records in licensing management system.
35. Create employee/vendor badges & tribal ID’s with necessary software and camera system.
36. Maintain all expiration dates for all active licenses as required per tribal, federal and state laws.
37. Performs all other duties as assigned.
QUALIFICATIONS:
1. High school diploma or equivalent (GED) required; college education preferred;
2. Minimum of two (2) years prior secretarial/administrative experience required;
3. Minimum of two (2) years prior bookkeeping experience required;
4. Must possess strong communication, administrative and organizational skills;
5. Knowledge of Business English, spelling and office procedures;
6. Must have intermediate to excellent PC skills and knowledge of Windows based applications including MS-Office (Word, Excel), MS-Outlook and Adobe Acrobat; MIP software experience is preferred;
7. Must be able to work independently with minimal supervision;
8. Must be able to maintain a high degree of confidentiality with respect to all matters pertaining to the gaming enterprise business;
9. Must be able to get along with co-workers and work as a team;
10. Must present a professional appearance at all times;
11. Must be able to read, write, speak and understand English.
12. Experience in the area of Indian Affairs or Tribal government is preferred;
13. Must have a valid California Driver's License (CDL);
PHYSICAL, ENVIRONMENTAL, AND INTELLECTUAL CONDITIONS:
1. Must be able to read, interpret and understand laws, governmental regulations, procedures and other government communications and documents.
2. Must be able to interact effectively with peers and build strong team relationships.
3. Must be able to manage multiple projects simultaneously.
4. Must be able to sit for extended periods of time.
5. Must be able to work at a fast pace and in stressful situations.
6. Must be able to lift 50 lbs.
7. Must be able to read, write, speak and understand English.
8. Must have the manual dexterity to operate a computer and other necessary office equipment.
9. Must be self-motivated and able to handle more than one function at a time by being well organized.
10. Need both oral and written communication skills to effectively communicate with department heads, vendors and other agencies.
11. Must be able to get along with co-workers and work as a team member.
12. Must present a well-groomed appearance.
The Dry Creek Gaming Commission reserves the right to make changes to this job description.
MUST PASS A PRE-EMPLOYMENT DRUG TEST, FINGERPRINT AND BACKGROUND CHECK
Required
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
