Sr Administrative Assistant, IT

Yuhaaviatam of San Manuel Nation; Brier (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

Yuhaaviatam of San Manuel Nation is seeking a Senior Administrative Assistant to provide administrative and professional support to the Information Technology department. The role involves handling a range of moderately complex duties with sensitivity and initiative, ensuring efficient operation and professional communication.

You will coordinate IT Director calendars, process invoices, protect confidentiality, liaise with Accounting, manage meetings and events, and assist in travel and expense

Qualifications

• High School Diploma or GED required.
• Associate’s degree in business, accounting, computer operations or information systems preferred.
• Minimum five (5) years of experience in an Administrative Support role required; IT department experience preferred.

Responsibilities

• 1. Manages and coordinates the IT Director’s calendars, events, catering, and invitations.
• 2. Assists with processing IT invoices to ensure timely payments.
• 3. Maintains associates’ confidence and protects operations by keeping information confidential.
• 4. Serves as liaison between IT and Accounting to ensure invoice review/payment timelines.
• 5. Performs data entry for technology purchases, creates requisitions and purchase orders; generates reports.
• 6. Reviews travel requests and IT expense reports.
• 7. Arranges and assists in planned meetings; prepares summaries as needed.
• 8. Plans and coordinates all team meetings and events (All Team meetings, workshops, conferences).
• 9. Performs other duties to support department operations.

Skills

Administrative coordination

Calendaring

Confidentiality

Communication

Independent judgment

Education

High School Diploma or GED

Associate’s degree in business/IT

Job description

Under the direction of the Supervisor, Executive Administrative IT, the Senior Administrative Assistant provides administrative and professional support to the Information Technology department. Enhances the administrative team’s effectiveness through the execution of a variety of moderately complex administrative duties requiring sensitivity, initiative, and independent judgment. Additionally, is responsible for performing a wide range of office support activities for the Information Technology department Directors to facilitate the efficient operation of the department. Projecting a professional image through in-person and email interaction, general clerical, reception, and event planning work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 1. Manages and coordinates the IT Director’s calendars, coordinating participation in events and/or conferences, arranging facilities and catering, and issuing information and invitations.
• 2. Assists with the processing of all IT invoices to ensure all invoices are paid on time.
• 3. Maintains associates’ confidence and protects operations by keeping all information confidential.
• 4. Works as a liaison between IT and the Accounting Department to ensure timelines of invoice review and payment processing are met.
• 5. Performs data entry to initiate technology purchases, creating requisition and purchase order transactions. Generates and analyzes financial information and reports for purchase orders.
• 6. Reviews travel requests and expense reports for the IT department.
• 7. Arranges and assists in planned meetings; prepares summaries of meetings as needed or directed.
• 8. Plan and coordinate all team meetings and events such as All Team meetings, workshops, and conferences.
• 9. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or GED required.
• Associate’s degree in business, accounting, computer operations or information systems preferred.
• Minimum five (5) years of experience in an Administrative Support role required; functional knowledge of an Information Systems/Information Technology department highly preferred.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

Must be capable of effectively presenting information and responding to questions from groups of managers, co-workers, and vendors. At all times the incumbent should exhibit a high degree of interpersonal skills while working with all levels of IT management. Must be personable and professional, capable of using caution and discretion in communication. Must also maintain a strict level of confidentiality and act in a manner consistent with all legal and regulatory requirements and in compliance with relevant laws and regulations.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

Driving Responsibilities

Role requires regular commuting between locations. A valid driver's license and vehicle insurance with minimum liability limits is required. Role will not operate or drive Tribe-owned vehicles or patron vehicles.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job. Primary work environment is in a climate-controlled office setting. Work requires travel to attend meetings, trade shows, and conferences. Incumbents may be required to work evening, weekend and holiday shifts. Must be able to work in a fast-paced, high-demand environment. Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally. Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions. Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone. Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone. Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility. Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties. Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours. The employee may be exposed to fumes or airborne particles including secondhand smoke. Reasonable accommodation will be made in compliance with all 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. San Manuel is one of the largest employers in California’s Inland Empire. Managing one of the world’s busiest casinos, our many restaurants, and a fully functioning tribal government means we can offer an incredibly wide range of professional and support positions. Each is an opportunity to learn, grow and contribute to a better future for all of us. Your commitment to San Manuel is matched by our commitment to you. We offer a Total Rewards package of monetary, benefits and development rewards to individuals who meet and exceed specific goals. These programs support our pay-for-performance philosophy.