Administrative Services Coordinator (37159)

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

Assist in the successful day-to-day operations and procedures of the Tribal Administration Offices. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)

• Sort and distribute mail and packages to appropriate departments in a timely manner.

• Make copies for the appropriate people and distribute.  Photocopy and fax documents as necessary.

• Maintain office supplies and coordinate weekly purchases.
• Ensure office machines are regularly serviced and in good working condition.  
• Manages conference room calendars.
• Produce and mail out weekly Tribal communications to include minutes, announcements, special notices, etc.  
• Prepare for Tribal Members, DMV Fee exemptions forms, and monitor the process for the Tribal Council Secretary / Treasurer’s signature.
• Provide Tribal Members with the necessary forms for services offered by the Tribe and ensure that forms are processed through the proper channels.
• Issue seasonal passes for Indian Canyons as well as any other special distributions handled by the department.
• Type, proofread, and word process a variety of documents, including general correspondence, reports, letters, and memoranda, and prepare spreadsheets in Excel from rough drafts or verbal instructions as assigned. 
• 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
• 2-3 years of workplace experience. 
• Must possess excellent verbal and writing skills.  
• Type a minimum of 50 words per minute   
• 2 years of experience using MS Office programs.
• Strong telephone skills 
• Ability to organize and prioritize, meet deadlines, work with minimal supervision and multiple interruptions, exercise judgment, and adapt instructions/directions from one assignment to another.  Possesses the ability to multitask.
• Strong analytical and problem-solving skills. Make decisions and take action based on direction, previous experience, and good judgment within guidelines.  

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.  Also, may be subjected to a smoke-filled environment.  

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.