Administrative Assistant

Job Summary: The Administrative Assistant will provide support with day-to-day administrative and front office tasks. This role ensures compliance with relevant laws, regulations, and internal policies to maintain the integrity and security of gaming operations. This is a FLSA non-exempt position and is expected to last approximately 30 days.

Key Responsibilities:

• Assist the Executive Director with administrative functions, including scheduling meetings, preparing agendas, and maintaining records.
• Serve as a point of contact for visitors and external agencies, directing inquiries to appropriate personnel.
• Coordinate and organize commission meetings, including preparing and distributing minutes.
• Manage office supplies and equipment, ensuring availability and functionality.
• Handle correspondence, draft documents, and conduct regulatory research as needed.
• Maintain and update policies, procedures, and manuals.
• Assist with budget preparation and financial reporting.
• Ensure the protection of gaming operation patrons, employees, and assets.

Essential Duties and Responsibilities:

• Maintain control of access to confidential licensing files and associated information.
• Perform administrative and office support for all Gaming Commission Divisions.
• Handle all office correspondence, including telephone calls, postal mail, and e-mail.
• Screen and coordinate office visitors.
• Record and transcribe meeting minutes.
• Provide notary services for release and disclosure forms, including all notaries for Tribal members.
• Assist in facilitating all intake and release forms to process new hire casino employees.
• Answer and refer inquiries received by the licensing department.
• Assist as needed to issue gaming license badges and maintain badge log in accordance with licensing procedures.
• File and organize all background files of active casino employees licensed by the JTGC.
• Maintain office equipment, including preventative maintenance and repair coordination.
• Re-stock and inventory conference room supplies and snacks.
• Maintain office supply inventory and order office supplies for all gaming divisions.
• Work professionally with external agencies and casino departments when necessary.
• Work well with diverse groups of people and maintain a polite, professional attitude at all times.
• Attend conferences, trainings, and offsite meetings as needed.
• Handle meeting and event coordination (staff meetings, office lunches, and holiday functions).
• Change office interior design throughout the holidays.

Confidentiality Control:

• Ensure the confidentiality of all information associated with gaming license applications, background investigations, licensing actions, and personal financial data.
• Maintain confidentiality of information obtained from tribal, federal, and state agencies.

General Office and Administrative Duties:

• Promote the activities of the Commission, its programs, and goals.
• Provide support for the licensing department.
• Maintain official records and documents, ensuring compliance with federal, state, and tribal licensing regulations and requirements.
• Complete all license department duties as assigned by management.
• Perform other duties as assigned by the licensing director.

Job Complexity:

• Participate with other Gaming Commission staff members and executives to establish departmental objectives.
• Complete assigned duties and balance personal workload to meet the needs and demands of the licensing department.
• Be accountable in part for the performance and results of the licensing division.

Discretion:

• Erroneous decisions will have a serious impact on the overall success and integrity of the department as well as the commission.

Interaction:

• Interact with internal and external employees.
• Correspond and communicate with federal, state, and tribal regulatory agencies.

Supervision:

• This position has no supervisory roles assigned.

Education/Certification:

• High school diploma or equivalent required.

Experience:

• At least three years of related experience and/or training. Experience in casino/gaming commission is preferred.
• Combination of experience and training may suffice.
• Experience in the field of business office technology is recommended.

Knowledge and Skills:

• Good verbal, written, and interpersonal communication skills.
• Cursory knowledge of gaming commission licensing regulations recommended.
• Good organizational and time management skills.
• Proficient in Microsoft Word, Excel, and online database applications.
• Detail-oriented, organized, and values teamwork.
• Ability to maintain a high level of confidentiality.
• Ability to multitask and work in a fast-paced, high-pressure environment.
• Must be self-motivated, punctual, and able to adjust to change.