Sr. Administrative Assistant, Facilities

San Manuel Band of Mission Indians • Highland, CA

6d • Onsite

About The Position

Under the direction of the Director, Facilities, and in collaboration with the Directors of Environmental Services (EVS) and Horticulture, the Senior Administrative Assistant supports the complex, project-driven administrative and operational needs of the Facilities Department. The role provides high-level support to Facilities leadership and collaborates across departments to coordinate and execute administrative functions. It requires independent judgment, discretion, and initiative in planning, organizing, and completing confidential, time-sensitive assignments, and contributes to operational efficiency, departmental priorities, and effective organizational communication.

Requirements

• High school diploma or GED.
• At least five years of related administrative experience.
• Proficiency with Microsoft Office Suite, specifically Word, Outlook, PowerPoint, and Excel.
• Knowledge of internet-based applications and web navigation tools, and ability to use and adapt to various business software applications and systems.
• Ability to work independently with a proactive, resourceful, and self-directed approach.
• Ability to maintain efficiency and accuracy in a fast-paced, high-demand environment while managing competing priorities and deadlines.
• Exceptional verbal and written communication skills, including strong spelling and grammar, and a professional presence in person, virtually, and by telephone.
• Strong organization, prioritization, planning, and time-management skills, including the ability to respond appropriately to time-sensitive needs.
• Ability to meet the physical requirements of the role, including occasional lifting or moving of up to 40 pounds, operating a computer and office machinery, and performing the listed physical activities.
• At the discretion of the San Manuel Tribal Gaming Commission, may be required to obtain and maintain a gaming license.

Nice To Haves

• Associate’s degree in Business or a related field.
• Experience supporting financial tracking, analysis, and reporting activities, with knowledge of financial reporting, budget administration, and expense management.

Responsibilities

• Provide high-level administrative support to department leadership and help ensure seamless daily operations.
• Maintain confidential records and manage distribution of critical communications to leadership, team members, and external vendors.
• Lead and coordinate annual operating budgets for multiple cost centers, including operational budget development.
• Analyze General Ledger activity and year-over-year budget comparisons, providing financial insights and explanations of variances.
• Maintain asset inventory records, track additions and disposals, and lead the annual asset audit, resolving discrepancies and outstanding items.
• Manage employee timekeeping and payroll processes, including reviewing and approving time records, resolving discrepancies, maintaining compliance, and coordinating payroll activities.
• Oversee processing of quotes, proposals, and invoices for goods and services.
• Maintain budget tracking by logging requisitions and monitoring departmental expenditures; partner with Procurement to track orders and follow up on fulfillment.
• Manage vendor service contracts, including processing new and renewed agreements, maintaining contract records, and communicating upcoming expirations.
• Prepare and process business documents, including memorandums, requisitions, contracts, single source justifications, work orders, asset acquisition forms, and presentations.
• Manage departmental credit card programs, track receipts including weekly fuel logs, complete monthly reconciliations, and support compliance with financial policies and timely payments.
• Manage office supply inventory and procurement.
• Initiate and track work orders and maintenance requests, provide status updates, and support timely resolution.
• Plan and execute employee recognition events and appreciation initiatives within budget, collaborating with leadership to encourage engagement and participation.
• Perform other duties as assigned to support the efficient operation of the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED