Administrative Assistant, Facilities

San Manuel Band of Mission Indians•Highland, CA

6d•Onsite

About The Position

Under the guidance of the Director, Facilities, the Administrative Assistant provides administrative support to the Facilities and Environmental Services (EVS) Departments and assists with the day-to-day operations necessary for efficient departmental functioning. The role exercises independent judgment and initiative in planning, coordinating, and organizing confidential and time-sensitive administrative assignments. The position performs office administration, manages procurement and expenditure records, coordinates with vendors and the Procurement Department, and supports Department Directors with meetings, budget updates, and service requests. The primary work environment is a climate-controlled office. Travel is required to attend meetings, trade shows, and conferences. Evening, weekend, and holiday shifts may be required.

Requirements

High School Diploma or GED.
At least two years of related administrative experience.
Knowledge of Microsoft Office Suite applications, including Word, Outlook, PowerPoint, and Excel, and the ability to use them to create, manage, and communicate business information.
Knowledge of internet-based applications and web navigation tools, and ability to learn and use business software systems.
Ability to work independently with a proactive, resourceful, solutions-oriented approach and minimal supervision.
Ability to work efficiently in a fast-paced, high-volume environment while managing competing priorities and maintaining accuracy, productivity, and attention to detail.
Professional verbal and written communication skills, including spelling, grammar, and interpersonal abilities.
Knowledge of confidentiality principles and ability to use sound judgment and discretion when handling sensitive information, including credit card data, financial and budget records, personnel information, and departmental records.
May be required, at the discretion of the San Manuel Tribal Gaming Commission, to obtain and maintain a gaming license.
The role does not require a driver’s license or insurance.
Ability to exert up to 10 pounds of force occasionally and/or negligible force frequently or constantly, and to move up to 40 pounds occasionally.
Ability to perform the physical activities listed for the role, including balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
Sufficient hearing, speech, visual acuity, mobility, and endurance to perform the duties described, including travel to meetings, conferences, trade shows, and San Manuel properties.

Responsibilities

Carry out day-to-day office administrative functions, including record keeping, copying, filing, organizing, scheduling, document development, and answering and directing phone calls.
Coordinate communications and distribute information to management, department personnel, and vendors regarding general information and activity status.
Exercise discretion when handling confidential information, including credit card information and personnel and department data.
Process quotes, proposals, and invoices for orders and services.
Track department expenditures by logging requisitions into a budget ledger and monitor pending orders, following up with the Procurement Department as necessary.
Liaise with the Procurement Department to execute service contracts, agreements, and purchases.
Contact department vendors to schedule and follow up on service requests.
Support Department Directors by keeping meeting notes and providing updates on procurement status, budget variances, and other requested items.
Assist with timely requests for service repair orders involving other departments.
Maintain office inventory and purchase additional supplies as directed.
Perform other duties as assigned to support efficient departmental operations.