Administrative Assistant - F&B Administration

Job Description

The incumbent coordinates office activities including scheduling appointments, delegating work, providing information to callers, taking dictation, and relieving the Director of Food & Beverage of clerical administrative and business-related details.

Essential Duties And Responsibilities

• Adequately adhere to Seminole Tribe's Policies and Procedures
• Takes dictation in shorthand or by machine and transcribes notes on computer or transcribes from voice recordings involving standard business vocabulary on highly confidential company matters.
• Copies and types routine or complex correspondence and reports from rough drafts, editing format, grammar, punctuation or spelling as needed.
• Establishes, maintains and, when necessary, revises department filing system.
• Screens telephone calls and visitors, ascertaining who can be re-directed to subordinate management. Provides information to callers, including Tribal Council, senior management and key external sources which requires a comprehensive knowledge of company policies, practices and operations.
• Performs a broad range of administrative details of a highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probably errors could result in unnecessary costs.
• Maintains calendar for the Department Head, regularly arranging for meetings, conferences, and appointments. Arranges hotel and travel accommodations.
• Opens and reviews all mail directed to the Department Head. Composes responses to routine inquiries, delegates items to subordinate managers and forwards appropriate items to the Department Head.
• Follows up on all assignments delegated to subordinate managers as to status, expected completion date, etc.
• Records Minutes of staff meetings; distributes to appropriate personnel.
• Promotes positive public/employee relations at all times.
• Maintains a clean, safe, hazard-free work environment within area of responsibility.
• Performs all other related and compatible duties as assigned.

Qualifications

• High School diploma or GED with one (1) to two (2) years of related experience and/or training or an equivalent combination of education and experience.
• Prior supervisory experience preferred.

Work Environment

• While performing the duties of this job, team member is regularly required to stand, walk, and demonstrate high-mobility for a majority of the shift.
• Will also regularly: speak and listen to internal and external customer directions or orders in an atmosphere of varying background noise; transit across surfaces that may alternate between carpeted and hard surfaces; walk through slippery surfaces and/or sloping floors or stairs; use hands to finger, handle or feel small objects such paper or cloth; and reach with hands and arms overhead and from side to side.
• Specific vision abilities required by this job include close, distance, color, peripheral vision and depth perception. Will often transit between brightly lit and dimly lit areas, including flashing lights and computer or TV screens.
• Position requires bending, lifting and carrying supplies and equipment up to 20 pounds, will be required to use, push and pull wheeled hand-carts or other equipment weighing in excess of 100 lbs.
• Will regularly bend, stoop, kneel, and twist at the waist.
• May occasionally be exposed to bodily fluids, pet or service animals, and strong odors.
• Will regularly be exposed to tobacco and other second hand smoke.
• May occasionally use de-escalation techniques to resolve customer conflict.
• Will be required to assist in customer evacuation in case of emergency.

Closing

The Tribal Council gives preference in all of its employment practices to Native Americans. First preference in hiring, training, promoting and in all other aspects of employment is given to members of the Seminole Tribe who meet the job requirements. Second preference is given to members of other federally recognized Native American Tribes who meet the job requirements.

Disclaimer

While this is intended to be an accurate reflection of the current job, management reserves the right to revise the current job or to require that other or different tasks be performed when circumstances change, (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).