Administrative Assistant/Procurement

Job Description

Department: Operations

Division: LLC, Wholly owned by The Shawnee Tribe

Job Title: Administrative Assistant/Procurement

General Definition: Provide a full range of administrative support to the Operations

team. Duties include general clerical, receptionist, and project based work. Incumbent must project a professional company image through in-person and telephone interactions ensuring excellent customer service.

Supervision Received: General Manager

Supervision Exercised: N/A

Essential Job Functions:

• Perform general clerical duties to include but not limited to photocopying, faxing documents, electronic filing, and distribution of departmental and company mail.

• Act as first point of contact for visitors and callers.

• Maintain the office by overseeing operations and administrative processes.

• Provide clerical/administrative support, including the composition and preparation of routine correspondence, drafts narratives, financial, and statistical reports, procurement duties for the facility and presentations using computer software applications based on the needs of the organization.

• Offer administrative support to the management team as needed, including documentation of expenses, organizing and scheduling meetings and appointments, and other duties as needed.

• Procure and track facility supplies, and equipment within a predetermined dollar limitation.

• Set up and coordinate departmental meetings, conferences, and travel arrangements based upon the needs of the organization.

• Direct caller to destination and record name, time of call, nature of business, and person called upon.

• May resolve routine inquires for the facility.

• May prepare and provide meeting minutes to departmental managers.

• May be required to compile data based research techniques and statistical compilations involving and understanding of operating programs, policies, and procedures based on the needs of the organization.

• Ensure office is kept clean and organized.

• Perform other duties as assigned.

Minimum Qualifications:

Education:

• High School Diploma or GED required

Knowledge, Skills and Abilities:

• Must have intermediate knowledge of Microsoft Office Suite and be able to type fifty

(50) words per minute

• Ability to think ahead and anticipate the needs of the office staff and the managers they support

• Ability to work independently and stay organized in a fast-paced environment

• Effective time management and organizational skills with a high level of attention to detail

• Ability to work well under pressure and exercise sound judgment

• Ability to multi-task and to adapt easily to shifting job tasks and requirements

• Ability to maintain a professional demeanor and a polished professional appearance

• Must have basic reading, writing, and arithmetic skills

• Must be able to communicate orally and in writing with all levels within the organization

• Must be team oriented versatile, flexible, and possess a willingness to work within constantly changing priorities with enthusiasm

• Ability to enter a smoke filled environment as needed

Training and Experience:

• Two (2) to three (3) years of clerical experience required

Licenses/Certifications/Other:

• Must be able to pass a background check and receive/maintain a license or permit from the Shawnee Tribe Gaming Commission

• Must be able to complete pre-employment drug test with a negative result