Sr. Administrative Assistant Property Operations

Shakopee Mdewakanton Sioux Community (SMSC)•Prior Lake, MN

6d•Onsite

About The Position

This is a dynamic role for someone who is driven to continuously enhance processes, support the team, and deliver exceptional service with professionalism and positivity. While each day brings new challenges and opportunities, the work remains consistently meaningful and impactful making every day both rewarding and purposeful. The Senior Administrative Assistant is responsible for performing advanced support for Property Operations. Duties include both handling regular administrative tasks and completing special assignments, while maintaining strict confidentiality of department information. Is the key department contact for certain Fleet Services systems.

Requirements

3-5+ years of a combination of post-secondary education and/or experience in Office Administration, Business or related field.
Advanced proficiency (ability to create and develop complex files and reports) in word-processing, spreadsheets, meeting presentations, database, Laserfiche and electronic mail software.
May include software for on-line purchasing, other job-specific software.
Demonstrated ability to work independently while managing multiple priorities; effectively organize workload, meet deadlines, and maintain strict confidentiality.
Strong verbal and written communication skills, with the ability to interact professionally and respectfully.
Class D valid driver’s license is required with a good driving record.

Responsibilities

Provides advanced, diversified, and direct support, including administrative support, to the Property Operations department.
Responsible for providing quality customer service, adhering to proper policy and procedures, and maintaining confidentiality.
Receives, directs, and responds to incoming phone calls and correspondence from team members, guests, vendors/contractors, and Community Members.
Maintains accurate files and departmental records utilizing various methods and systems.
Ensures department office equipment and other equipment and systems in the various locations are maintained, calling for repairs as needed, and maintaining appropriate equipment inventories.
Assists with purchase requisitions and invoices for various departments, including tracking in finance system, to make sure they are paid accurately.
Is the key contact for Accounts Payable and Accounting. Works with Purchasing and vendors to get them set up to do business. Submits and reconciles expense reports.
Facilitates the rollout of Fleetio to departments for both customized vehicle and equipment inspections, and for work order requests, will providing ongoing support to departments.
Supports Fleet Services through automated processes such as daily tasks and creating a fleet replacement point system through Fleetio.
Supports the GPS system while educating and training user departments with the goal of increasing overall utilization to including improved tracking and routing of deliveries. Sets up and trains end users in the motor pool application.
Does intake of department's needs when they are requesting a new or replacement vehicle.
Uses a personal computer with one or more software packages to generate correspondence, prepare routine reports, and other documentation.
Coordinates meetings, conferences, presentations, travel arrangements, and other routine administrative work.
Schedules and/or coordinates training classes or other on-property events.
Searches for and orders a wide variety of items to include office supplies.
Assists team members with orders and reimbursements.
Receives, sorts, and distributes mail and packages.
Tracks, inventories, and orders breakroom and office supplies on a routine basis.
Titles new vehicles, boats, and equipment, and securely files titles for all SMSC vehicles.
Adds new team members to the motor pool and fuel systems.
Audits, adds, and removes users as needed.
Additional asset tracking and management tasks as assigned for support of Operations, including Property Operation departments and Natural Resources.