Admin Assistant III - Travel Center Operations (7320)

About the role

This position provides administrative support and maintains, organizes, and plans all business affairs of the Travel Center Operations department. The role also aims to deliver the Five Star Experience to guests and team members, embodying the Mission Statement and Service Promise.

Responsibilities

• Provide outstanding customer service to guests and all other employees by exceeding the mission statement.
• Deliver the Five Star Experience to guests and team members by embodying the Mission Statement and Service Promise while adhering to department service standards.
• Perform service expectations of: Welcoming, Proactive, Seamless, Personalized and Valued.
• Manage a calendar, schedule appointments, and provide real-time scheduling support by booking appointments and preventing conflicts.
• Anticipate the needs of others to ensure their seamless and positive experience.
• Screen incoming calls and correspondence and determine what, if any, are subject to direct review.
• Independently respond to correspondence and telephone calls.
• Provide direct administrative support to senior leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms, and faxes.
• Develop, implement, and administer department office systems and procedures.
• Arrange programs, events, or conferences by arranging facilities and caterers, issuing information or invitations.
• Prepare records such as agenda, notices, minutes, and resolutions for meetings.
• Handle office tasks, such as filing, generating reports and presentations, setting up meetings, and reordering supplies.
• Offer strategic support to the Travel Center team as required.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings.
• Train or mentor lower-level administrative staff.
• Demonstrate advanced proficiency in analytical tools and software applications.
• Possess strong problem-solving and decision-making skills.
• Comply with Twenty-Nine Palms Band of Mission Indians policies and applicable laws.
• Ensure compliance with all Minimum Internal Control Standards (MICS) as well as all Tribal Internal Control Standards (TICS).
• Present a positive image of the Tribal organization to its guests and vendors and assist them as required.
• Follow all safety policies and procedures and attend all scheduled safety meetings and training as a condition of employment.
• Perform any other duties that may be assigned from time to time.

Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s Degree preferred.
• Minimum five (5) years related experience and/or training, or equivalent combination of education and experience.
• Experience with Retail Fuel Accounting is required.
• Minimum one (1) year of experience using SSCS back office is required.
• Experience in fuel retail or convenience store operations strongly preferred.
• Must pass periodic random drug screens.
• Must be able to pass background suitability investigation.
• Must obtain a Tribal Gaming License.
• Must obtain all other applicable certifications and licenses.
• Must provide proof of eligibility to work in the United States within 72 hours of employment.

Physical Demands

• Regularly required to talk and hear.
• Frequently required to stand; walk and sit.
• Sometimes required to use upper extremities, including but not limited to, hands and fingers to handle, or feel; reach with hands and arms.
• Occasionally required to use repetitive movements to complete tasks.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• May be occasionally required to work in low light conditions, and may be exposed to loud noise for extended periods.

Work Environment

• Multiple locations.
• Some enterprises are open 24 hours per day, 7 days per week; therefore, you must be flexible to work any and all hours.
• Must be available for emergency calls 24/7.
• Must be available to work weekends and holidays.
• Some enterprises are gaming facilities.
• Some enterprises are not a smoke-free environment.
• Surveillance cameras and audio equipment monitor the premises recording activity throughout most of the facilities on 24 hours per day, 7 days per week basis.

Indian Preference Act

• The Twenty-Nine Palms Band of Mission Indians has a resolution on file with Human Resources to ensure that Indian Preference will be adhered to in the following order in accordance with IPA: Tribal Members, Other Native Americans, All other ethnic groups.