Admin Services Coordinator II (35591)

Come work for the leading employer in the Coachella Valley. Agua Caliente offers a comprehensive benefit and compensation package that includes rich medical and dental benefits, a 401k plan with employer match, more than 3 weeks of paid time off per year for newly hired employees, and other great benefits like food and beverage discounts at our three casinos, fuel discounts, tuition and wellness reimbursement, plus much more.  

WHO ARE WE: The Agua Caliente Band of Cahuilla Indians is a federally recognized Indian Tribe located in Palm Springs, California, with 32,000 acres of reservation lands that spread across Palm Springs, Cathedral City, Rancho Mirage, and into the Santa Rosa and San Jacinto mountains. The Tribe currently owns and operates two 18-hole championship golf courses, 3 casinos located in Cathedral City, Rancho Mirage, and downtown Palm Springs, two world class spas, and a fuel station. For more information about the Tribe, visit www.aguacaliente-nsn.gov.

JOB DESCRIPTION SUMMARY

Provide high-level administrative support for the successful day-to-day operation of the Tribal Administration Offices, including conducting research, preparing reports, handling information requests, performing special projects and assignments, and completing both complex and routine administrative functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)

• Produce and edit a wide range of documents using various software. Copy, distribute, and file as required, while maintaining strict confidentiality. 
• Prepare responses to inquiries on behalf of the Tribal Administration Management, direct inquiries to other staff as needed, and respond to meeting members and Tribal Members as needed.
• Maintain reference databases using MS Tools.
• Research, analyze, and prepare reports and summaries for projects and activities within the department.
• Administrative support to Tribal Administrative Management in daily operations and long-term initiatives.
• Coordinate project-based work with other department staff.
• Produce and mail out weekly Tribal communications to include minutes, announcements, special notices, etc.  
• Prepare special project mailings assigned.
• Maintain office supplies and coordinate weekly purchases for the Tribal Administration department.
• Ensure office machines are regularly serviced and in good working condition.
• Maintain the company vehicle fleet, ensuring they’re regularly serviced.
• Assist in developing Standard Operating Procedures (SOPs), review them, recommend improvements where necessary, and implement them with the department.  
• Assist in the organization and planning of annual events.
• Must comply with all applicable internal controls, standard operating procedures, Records Retention Policy, and Tribal Regulations and Documents, and report all exceptions/variations/deviations immediately upon awareness.
• Provide notary services for Tribal departments.
• Maintain the highest level of integrity and confidentiality.

SUPERVISORY RESPONSIBILITIES

None

ACCESS TO SENSITIVE AREAS AND INFORMATION 

Departmental Records

Confidential Tribal Records

SIGNATORY ABILITY

None.

EDUCATION and/or EXPERIENCE

• High School Education or GED.
• 3-5 years of workplace experience. 
• Strong knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Strong computer skills and in-depth knowledge of relevant software such as MS Office Suite.
• Ability to organize and prioritize, meet deadlines, work with minimal supervision, and handle multiple interruptions.
• Strong analytical and problem-solving skills. Make decisions and take action based on direction, previous experience, and good judgment within guidelines.  
• Strong English written and verbal communication skills. 
• Type a minimum of 50 words per minute   

WORKING CONDITIONS/PHYSICAL DEMANDS

To perform this job successfully, the individual must be able to stand, move, and work throughout the office area and properties, including walking up to 1 ½ miles, climbing stairs, and sitting at a desk or workstation for the duration of the shift.

Typically, the individual will be housed in an office environment.  Must be able to grasp, bend, lift, and/or carry or otherwise move goods weighing a minimum of 25 lbs. on an intermittent basis, and sufficient dexterity of hand in order to use office equipment, including, but not limited to: a computer keyboard, calculator, general office equipment, and multi-line telephone.