Administrative Assistant

Grand Traverse Band of Ottawa and Chippewa Indians; Suttons Bay (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

The Grand Traverse Band of Ottawa and Chippewa Indians seeks an Administrative Assistant/PD to support the Regulatory Department, coordinating daily activities, scheduling meetings, preparing agendas and minutes, travel arrangements, and maintaining files. The role requires strong organizational skills and MS Office proficiency.

Native American preference applies; successful candidates must pass background checks and a drug/alcohol screen, with confidentiality strictly observed.

Qualifications

• Associate degree in business-related discipline or four years of work experience as Administrative Assistant.
• Must have valid unrestricted driver's license and be insurable.
• Knowledge of Gaming Commission and background functions helpful; ability to work independently is essential.

Responsibilities

• Coordinate and schedule monthly and special Gaming Commission meetings and committees.
• Prepare agendas and packets; circulate at least one week prior to meetings.
• Prepare minutes and submit for approval; maintain regulatory library and materials.
• Organize and maintain current files; perform filing for staff as needed.
• Handle purchasing duties and monitor office inventory; arrange travel for staff.
• Fingerprint employees/applicants for FBI, NIGC and MI State Police; assist background investigator.
• Occasional travel between properties; communicate with external professionals as needed.
• Adhere to GTB policies and protect confidentiality.

Skills

Written communication

Verbal communication

Time management

Organizational skills

Interpersonal skills

Attention to detail

Work independently

Typing speed 45 wpm

Education

Associate Degree in Business related discipline

Four years of Administrative Assistant experience

Tools

Microsoft Windows

Microsoft Word

Microsoft Excel

Microsoft Outlook

Database applications

Job description

SUMMARY

The Administrative Assistant/PD will be responsible for the coordination and organization of the day-to-day activities of the Regulatory Department. This position is responsible for providing high-level administrative support to the Gaming Regulator by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing proper correspondence, creating purchase requisitions, arranging conference calls, reference calls, receiving visitors and scheduling meetings. Also, assists Background by creating/updating employee files and maintaining employee database.

MINIMUM QUALIFICATIONS

• Associate Degree in Business related discipline OR a minimum of four (4) years of work-related experience as an Administrative Assistant.
• Must have a valid unrestricted Driver's License and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To comply with all GTB policies and procedures.
• Answer daily incoming calls; direct visitors, GTB Members, clients, and guests to appropriate personnel.
• Maintain in/out schedules/itineraries of personnel housed in the office.
• Arranges regular monthly and special meetings of the Gaming Commission Board and associated committees.
• Prepares monthly agendas and packets for each meeting. Packets are to be sent out at least one week prior to schedule meeting.
• Prepares the minutes of the Gaming Commission meetings and submits them to the Gaming Regulator for approval.
• Maintains the Gaming Commission library of motions and directives for use at each meeting. Including the indexing of necessary reference material. Assist with the maintenance of the regulatory library.
• Prepares necessary travel arrangements for the Gaming Commission and Regulatory staff.
• Communicates with external professionals, such as the NIGC, Accountants and Attorneys on behalf of the Gaming Regulator and Gaming Commission.
• Organizes and maintains current files.
• Perform filing for the Gaming Commission and Regulatory staff when needed.
• Perform all purchasing duties as well as monitor and maintain office inventory supplies.
• Assist background investigator with reference calls
• Fingerprint employees and applicants for submission to FBI, NIGC and MI State Police.
• Occasional travel between properties
• Other duties as assigned by your supervisor.

OTHER SKILLS AND ABILITIES

• Must have excellent written and verbal communication skills
• Must have good time management and organizational skills.
• Must have good interpersonal skills as demonstrated in the Seven Grandfather Teachings
• Must have good ability to pay close attention to detail.
• Ability to effectively establish priorities and meet deadlines.
• Work requires proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook and other Microsoft office products and database applications.
• Must be able to work independently.
• Must be able to type 45 wpm accurately.

EDUCATION and/or EXPERIENCE

• Associate Degree in Business related discipline. *
• A minimum of four (4) years of work experience as an Administrative Assistant.
• Knowledge of Gaming Commission and background functions are helpful and the ability to work independently is essential.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

Fingerprint machine, photo machine, computers, fax machines, copiers, telephones, calculator, postage machine.

TYPICAL PHYSICAL DEMANDS

• Physical demands are that one must be able to sit at the workstation, use the computer, bend, stoop, stand while copying, some lifting and pushing may occur while filing, or relocating files, climbing stairs to retrieve stored files may occur.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• No unusual exertion required

TYPICAL MENTAL DEMANDS

Must work well in crisis situations.

WORKING CONDITIONS

• The work environment is a one-story office building, handicap accessible and climate controlled.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMENTS

Native American preference will apply. Must be able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Must adhere to company policies regarding strict confidentiality.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. *

Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources