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Administrative Assistant, Department of Public Safety
2 months ago
Under the direction of the Executive Assistant Supervisor, Office of the Chief Physical Security Officer (EAS, OCPSO), the Administrative Assistant will be responsible for providing administrative support within Department of Public Safety (DPS). This position deals with sensitive and confidential information. The employee will perform specific duties to support the department as well as the Enterprise.
Essential Duties & Responsibilities
1. The responsibilities of this position encompass typical and customary duties of an administrative role including call, guest, and mail handling; document handling (producing, copying, distributing, filing and retention); purchasing; requisition, invoice, expense report, and credit card processing and reconciliations. Assists with the management of DPS department and department heads' Outlook calendars. Coordinates maintenance and repair of office systems and equipment.
2. Assist in the preparation of DPS payroll; ensures proper recording of hours worked, processing of sign in sheets, entering data from slips into the department's payroll system, maintaining payroll control records, calculating payroll, and submitting totals for DPS. The total figures are submitted to Tribal Administration Payroll Department on a bi-weekly basis. Prepares overtime reports as well as tracks and ensure that Paid Time Off (PTO) is applied appropriately.
3. Assists in researching, planning, and inputting budget information; tracks budgetary items and updates budgets with new data and projections. Analyzes and recommends cost reduction opportunities and ensures expenses are within budgetary guidelines.
4. Interacts via telephone, email or in person with internal and external business associates, tribal citizens and leaders, dignitaries, inter-agency and political contacts with professionalism, discretion, and confidentiality. Acts as initial point of contact in the reception area, as well as the main phone line for Department.
5. Assists with the coordination and management of the departments' documents in accordance with established tools and resources; ensures compliance with internal document Retention Policy. Creates and updates internal documentation including forms and phone directories. Maintains department logs and purges monthly, per the Retention Policy. Updates, assigns form numbers and maintains Master Forms.
6. Assists with the coordination of travel arrangements, training, and conference attendance as well as hosted functions including facility reservations, catering and meeting support set-up, cost tracking, participant communication and meeting attendance, materials production and distribution
7. Participates in training to ensure preparedness for backup to the Senior Administrative Assistant as called upon.
8. Maintains break room and conference room supplies, to include coffee orders for all department break rooms and guard shacks.
9. Performs other duties as assigned to support the efficient operation of the department.
Education/Experience/Qualifications
- High School Diploma required.
- Minimum of two (2) years of experience and/or equivalent combination of education and experience.
- Strong computer skills and intermediate proficiency in Microsoft Office Suite including Outlook, Work, Excel, PowerPoint, Visio, and Teams required.
- Working knowledge of office equipment, such as a fax machine, copy machine, calculator, and a personal computer.
- Must demonstrate excellent interpersonal skills.
- Ability to coordinate several tasks at once and set priorities.
- Must be a self-starter and enjoy working with people.
- Must have excellent written and communication skills.
- Demonstrate maturity and poise; ability to employ perfect discretion in sensitive situations.
- Ability to handle sensitive and confidential information appropriately.
- At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
- Must possess a valid driver's license with acceptable driving record as determined by the company's insurance carrier. CPR, AED and First Aid certification or the ability to attain such certification is preferred.
San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with applicable law.
As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today
