The Secretary/Treasurer to the Commission serves as the primary Secretary to the Gaming Commissioners and Executive Director in a fast-paced, constantly evolving organization, performing a wide variety of complex, detail-oriented secretarial work that is sensitive and confidential in nature. The Secretary/Treasurer to the Commission is responsible for the disbursement of funds in accordance with Tribal governmental agency policies and the Gaming Commission budget approving payment of goods and services for the Gaming Commission. This position oversees the Administration Department as the Manager providing leadership and oversight to the staff to ensure the department provides excellent quality service to our external and internal customers and maintains an accurate accountability of all records maintained.
Essential Duties & Responsibilities
- Responsible for a wide variety of secretarial and administrative support at the senior level for the Gaming Commissioners and Executive Director.
- Ensures that all official actions taken by the Gaming Commissioners and Executive Director are recorded, and the written records thereof are maintained in accordance with the applicable record retention policies.
- Responsible for the approval of requisitions and purchase orders. Reviews billing statements, invoices, and request for reimbursements to ensure the accuracy of all documentation prior to approval.
- Responsible for coordinating timely payments made quarterly by the Tribe to the State, for the Revenue Contribution and Revenue Sharing Trust Fund.
- Maintains an excellent working relationship with all Gaming Commission, Casino and Tribal Department personnel, and other outside agencies. Supports the Gaming Commission’s vision and values through professional work ethics.
- Manage and maintains the master calendar for the Gaming Commissioners, Executive Director, and Department Managers.
- Together with the Administrative Supervisor makes accountable decisions, plans, organize, alter or makes adjustments to improvement productivity and customer service.
- Maintain a professional work environment conducive to achieving collaboration among the Administration staff to reach desired goals of the Administration Department in alignment with the Gaming Commission’s strategic plan.
- Work closely with the Licensing Department management to review, design and implement the workflow process of handling applicants and licensees to improve the efficiency between departments.
- Oversee the operational needs of the Gaming Commission office, making independent judgment in responding to the day to day necessities in assisting the various departments with problems that arise, resolving office equipment malfunctions or any unusual safety hazard conditions that may occur.
- Responsible with the Administrative Supervisor to research, compile and gather information to create and develop the annual budget for the Administration Department.
- Meet with the Tribal Finance Department on a quarterly basis to review the Gaming Commission financial report against the approved budget.
- Create Information Technology work orders for the repairs, maintenance and installation of computer equipment, printers, etc., for the Gaming Commission Departments.
- Prepares the Administration Department annual report and assembles the Gaming Commission Departments monthly reports for the Business Committee.
- Maintains the gaming files and log of applicants/licensees who are going through the hearing process, patron claim files and Surveillance Investigative files.
- Perform other duties as assigned to support the efficient operation of the department.
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning reviewing and directing work; evaluating and appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
- High School Diploma or GED required.
- Associate’s Degree or some college coursework in Business Administration or Business Management preferred.
- Minimum five (5) years executive secretary experience required.
- Minimum five (5) years management experience required.
- Minimum three (3) years general accounting or bookkeeping experience required.
- Equivalent combination of education and progressive, relevant and direct experience may be considered in lieu of minimum educational/experience requirements indicated above.
- Intermediate proficiency in Microsoft Word, Excel, Access, Power Point, and Outlook is required.
- Must possess excellent communication skills with the ability to write business correspondence and effectively present information in a clear and comprehensive manner to a group of individuals.
- Demonstrated maturity and poise; ability to employ perfect discretion in sensitive situations.
- Must possess excellent organizational and planning skills.
- At the discretion of the San Manuel Tribal Gaming Commission you may be required to obtain and maintain a gaming license.
- A qualified candidate/employee must have a valid driver’s license with an acceptable driving record as determined by the company’s insurance carrier.
- Certified Professional Secretary (CPS) certification preferred.
- Notary Public certification required.
San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.