Job Description

TITLE:

Administrative Assistant II

LAST UPDATED:

April 26, 2013

DIVISION:

Guest Services

DEPARTMENT:

Food & Beverage

REPORTS TO:

Administrative Supervisor

FLSA STATUS:

Non-Exempt

COMP LEVEL:

7

________________________________________________________________

Provides administrative support to management personnel for area of assignment and performs related duties.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by this position. Employee(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions:

• Receives incoming calls and processes mail and internal documentation.
• Serves as a liaison for the Department’s management personnel and assists in ensuring the proper flow of communication.
• Liaises with the Human Resources department regarding personnel matters.
• Coordinates calendars and schedules meetings for management personnel; ensures the availability of all required meeting materials and equipment.
• Prepares a variety of documentation including correspondence, agendas, meeting minutes, forms, flyers, memorandum, and reports; creates statistical spreadsheets and/or databases.
• Performs data entry, compiles information, generates reports and tracks departmental information including but not limited to variances, project expenses, employee schedules and attendance records.
• Files and maintains departmental records and documentation including personnel files; tracks employee personal data such as training requirements and anniversary dates.
• Prepares departmental payroll and audits payroll information for accuracy.
• Monitors office supplies, forms, and departmental equipment; maintains supply inventories.
• Processes invoices, purchase orders, and expense reimbursements.
• Provides backup clerical support for other administrative functions as required.
• May coordinate administrative activities and/or provide training to clerical personnel.
• Works closely with the organizations Safety and FMLA specialists to stay up to date on all applicable worker’s compensation and FMLA laws and procedures.
• Clarifies concerns that employees have regarding policies and procedures, especially in regards to FMLA, worker’s compensation, and HR systems.

Spirit Mountain Standards:

• Delivers Spirit Mountain’s Spirit of Excellence by consistently modeling attitudes and behaviors in alignment with SMGI’s Pride Values, Brand Promise, and Business Vision.
• Learns, comprehends, and complies with all Company and departmental policies and procedures, MICS, gaming regulations, and Regulation Chapter 5 requirements.
• Follows all Corporate and departmental safety policies and procedures.

Required Knowledge of:

• Administrative principles and practices.
• General office practices, procedures, and equipment.
• Standard computer software applications, such as Microsoft Office.
• Processes and standards for maintaining departmental records and documentation.
• Departmental operations, policies, and procedures for area of assignment.

Required Skill in:

• Performing a variety of skilled administrative functions.
• Providing administrative support to management personnel.
• Preparing correspondence and reports and maintaining departmental records.
• Processing invoices, purchase orders, and payroll information.
• Establishing and maintaining effective working relationships with others.

Education, Experience, Licenses, Registrations, and Certifications:

• High School Diploma or equivalent, and three (3) years administrative support experience, or equivalent combination of education, training, and experience.
• Candidates being considered for this position will be tested on the following: Basic Office Skills, Customer Service Mindset, the basic operation of Microsoft Word and Excel, and typing. Candidates will be assessed on the following: Advanced Microsoft Word and Excel.
• Low security gaming license issued by the Grand Ronde Gaming Commission is required.
• Must be at least 21 years or older.

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office environment and/or in and around food service and gaming facilities with occasional exposure to tobacco smoke and noise.
• Work is subject to frequent sitting, intermittent standing and walking, and occasional bending, reaching, and lifting up to 50 pounds.

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, standard office equipment, and various types of departmental equipment such as two-way radios and digital cameras.