Coordinator, TGA Administrative

Overview

Incumbent shall be a highly skilled and organized team player with the primary responsibility to maintain the Tribal Gaming Agency (TGA) Administrative office in a well-organized manner and shall coordinate administrative activities between Licensing, Regulatory and TGA Administration offices. Shall schedule appointments and meetings, receive and disseminate office mail and telephone calls, take meeting notes and dictation, and otherwise relieve officials of clerical and minor administrative and business details. Shall maintain and update department payroll and employee records. May be crossed trained in all areas of the TGA.

Responsibilities

• Ensure that each guest receives outstanding service by creating a friendly environment and following Jackson Rancheria Guest Service Guidelines.
• Provide administrative support to the Tribal Gaming Agency staff, including scheduling, correspondence, and document preparation, including but not limited to;
  • Schedules appointments, handles incoming calls and provides information to callers, and otherwise relieves officials of clerical work and administrative details. 
• Must maintain a high degree of confidentiality with regards to sensitive materials and conversations.
• Prepares outgoing mail; distribute incoming mail.
• Prepares payroll/timekeeping as requested ensuring accuracy and timeliness.
• Prepares and sends faxes, memos, agendas and reports as requested.
• Reserves and prepares facilities for meetings, and records and transcribes minutes of meetings.
• Maximizes office productivity through proficient use of electronic office equipment and appropriate software applications, including but not limited to;
  • Enter and maintaining data in regulatory and/or licensing databases and tracking systems
• Processes documentation pertaining to employee scheduling, department, supplies, correspondence and special projects.
• Prepares and submits service requests/work orders.
• Order office supplies ensuring adequate supply is available at all times.
• Coordinates with vendors and suppliers to accomplish the business needs of the department and staff. 
• Supports management by attending confidential meetings as appropriate.
• Will act as an alternate member of the Licensing Hearing Board.
• Communicates information to department staff at the direction of management.
• Provides information regarding department operations and procedures as requested by other department personnel.
• Communicates with internal and/or external guests.
• Organizes and maintains file system, and files correspondence and other records, including but not limited to;
  • Maintain and organize confidential regulatory and licensing files, including licensing, vendor, and enforcement records.
  • Ensure compliance with records retention policies and confidentiality standards
  • Assist with audit preparation and documentation gathering
  • Support enforcement actions by organizing case files and maintaining logs
• Performs daily Criminal Justice Information Services (CJIS) audits
• Assists with departmental budget and invoice tracking.
• Act as the primary admin of NAVEX One (JRCR’s Policy and Procedure program) 
• Assists with writing policies and procedures.
• Assists with special projects as requested
• Retrieves Tribal Gaming Agency's Confidential Hotline messages
• Other duties may be assigned if staffing issues and/or volume of business require.

Qualifications

• Position requires two or more years of related administrative experience in an office environment preferably within an Indian Gaming facility.
• Experience working with confidential records and compliance processes preferred.
• Able to obtain & maintain the following;
  • Jackson Rancheria Gaming License
  • Criminal Justic Information Services (CJIS) certification
  • Fingerprint Roller Certification

Pay range: $23.00 to 29.90/Hr

This is not a smoke free workplace.  Although we employ state-of-the-art air filtration systems, cigarette smoke is present in the work environment.