Administrative Assistant (Human Resources)

Navajo Nation Gaming Enterprise; Flagstaff (AZ); On-site; USD 40,000 - 56,000; Full time

Job summary

Navajo Nation Gaming Enterprise in Flagstaff, AZ is seeking an Administrative Assistant to provide a wide range of office support within the Human Resources function. You will handle filing, communications, scheduling, travel, and documentation with accuracy and discretion.

Responsibilities include assisting applicants, maintaining HR records, preparing reports, coordinating events, and ensuring confidentiality.

Qualifications

• High School Diploma or GED plus 3 years administrative/secretarial HR experience.
• Associate degree preferred.
• Intermediate or above computer skills are required.
• Must be 21+ and able to pass pre-employment screenings including background, drug/alcohol, and gaming license.

Responsibilities

• Provide administrative support including filing, answering phones, and relaying messages.
• Assist job applicants with the search, vacancies, and application status inquiries.
• Enter routine HR data into HRIS and application databases under supervision.
• Manage calendars, schedules, travel arrangements, and meetings.
• Prepare correspondence, reports, minutes, agendas, and other documents.
• Coordinate conferences, events, and training logistics; maintain records and logs.
• Maintain confidentiality of privileged information.
• Prepare monthly reports by collecting and compiling data.

Skills

Business English

Spelling & Grammar

Arithmetic

Typing speed

Communication

Interpersonal skills

Education

High School Diploma or GED

Associate degree preferred

Tools

Word

Excel

Access

PowerPoint

Job description

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities

• Provide administrative support with a variety of functions including filing, sorting, copying, collating information; fulfilling requests for information; answer the telephone and relaying messages ensuring professional etiquette. Provides information and assistance to job applicants with respect to the job search and application process; assists applicants with routine questions about job vacancies and application status. Provides general information and answers routine questions regarding the application of human resources policies and procedures to employees; refers questions or concerns requiring policy interpretation to specialist HR staff, as appropriate. Enters routine employee source data into the human resources information system and application database under the guidance and review of senior HR team members. Assists in scheduling testing and screenings for applicants as needed. Maintains calendars and appointments; schedules appointments. Provides backup and assistance to other HR team members as requested. Arranges travel, prepares and submits travel-related documents, and maintains travel information. Prepares, submits, and tracks order and payment related accounting documents. Contributes to the team effort by providing support to Human Resources and Training areas to ensure department goals are met. Coordinates and arranges conferences, programs, meetings, trainings logistics, and other events as requested. Maintains records, reports, and logs pertaining to employee records and training.

Position Classification & Description

Administrative Assistant

Revised May 2021

• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications from drafts, recordings, or verbal instructions as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Maintains an effective filing and retrieval system of department and personnel files to include all HR related documentation according to established policies and procedures.
• Maintains and operates office equipment. Performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Manages and maintains all faxes including outgoing transmittal, retrieval, fax logs and distribution.
• Maintains a current inventory of office supplies and coordinate purchase orders as needed.
• Assists with preparation and set up of property employee appreciation events.
• Receives, sorts, logs, and routes mail.
• Schedules, attends meetings, prepares meeting material and takes minutes as requested.
• Coordinates Department special events and process Banquet Event Orders including meals and refreshments when required.
• Maintains strict confidentiality of all privileged information.
• Collects and compiles data to create monthly reports.
• Performs other duties as required.

Minimum Qualifications

High School Diploma or GED plus three (3) years administrative or secretarial experience within a Human Resources environment. Associates degree preferred. Must have an intermediate or above level of computer skills. Must meet all knowledge, skills and abilities. Must be twenty-one (21) years of age. No felony, theft or stealing convictions. Must be able to successfully pass a pre-employment drug and alcohol screen, background investigation, obtain and maintain gaming license. Navajo preference.

Knowledge, Skills And Abilities

• Knowledge of business English, proper spelling, grammar, and punctuation, and basic arithmetic.
• Skilled and advanced proficiency in operating various word-processing, spreadsheets, and database software programs in a Windows environment, specifically Word, Excel, Access and PowerPoint.
• Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Ability to type 45 words per minute with minimal errors. Ability to communicate effectively, both verbally and in writing.

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Position Classification & Description

Administrative Assistant

Revised May 2021

• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to maintain and enforce confidentiality.
• Ability to analyze situations and implement appropriate course of action.
• Ability to establish and maintain professional relationships with co-workers at all levels.
• Ability to work independently, manage multiple assignments, and meet strict time lines.
• Ability to make solid decisions and exercise independent judgment.
• Ability to demonstrate excellence in all areas, and continually seek quality improvement in results.
• Ability to interpret applicable federal, state, county and local laws, regulations, and requirements.

Physical Demands

While performing the duties of this job, the employee may be required to sit for prolonged periods, walk; stand; use hands for dexterity of motion; stoop, bend, kneel or crouch, and have normal auditory and verbal communications skills. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment

Work is generally performed in an office setting with a moderate noise level. Occasional work is performed in a casino setting with exposure to second-hand smoke and a moderate noise level. Extended hours and irregular shifts may be required. Tight time constraints and multiple demands are common.