Commitment to Service Service encompasses all aspects of the Pokagon Band of Potawatomi Indian's governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.
Position Summary: Under the supervision of the Executive Director, the Executive Assistant provides high-level administrative support to the Gaming Commission, ensuring efficient office operations and compliance with regulatory requirements. This role is responsible for managing administrative functions, maintaining accurate records, coordinating meetings, and facilitating human resources and financial processes. The Executive Assistant handles confidential information and supports Commission members and staff through effective communication and organization.
Additionally, this position oversees office inventory, reconciles financial transactions, coordinates training programs, and ensures meeting logistics are managed effectively. This role requires strong organizational skills, attention to detail, and prioritizing tasks in a fast-paced environment.
A successful candidate must demonstrate professionalism, integrity, and adherence to PBGC policies, including compliance with Gaming regulations. The role also requires advanced technical proficiency, problem-solving skills, and the ability to handle sensitive matters with discretion.
Essential Functions: - Perform highly responsible, professional administrative support for the Gaming Commission.
- Assist with accounting tracking, deposits, and invoicing.
- Assist with routing human resources matters.
- Contribute to team effort by accomplishing administrative tasks as needed.
- Ensure operation of office equipment by completing preventive maintenance requirements, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
- Maintain strict Criminal Justice Information Services (CJIS) compliance of policies and procedures to ensure compliance with CJIS security requirements, maintain the confidentiality of sensitive information, and assist in mitigation of potential security risks.
- Maintain an electronic filing system, archive system, and hard copy system when necessary for all Gaming Commission documents including revision maintenance management.
- Keeping official meeting records, maintaining and archiving revisions of governing and regulatory documents. Provide historical reference by developing and utilizing filing and retrieval systems.
- Prepare and post meeting agendas. Keep meeting schedules and send out meeting invites. Attend Gaming Commission meetings and provide minutes for consideration.
- Route correspondence and documents, collect information, prepare reports, disseminate Commission meeting packets, monthly Tribal Council report, and Gaming Commission motions and resolutions.
- Ensure arrangements are made and needs are met before department events and meetings such as necessary materials, audio/visual equipment, coffee, food, etc.
- Maintain supply inventory, asset inventory, and office supplies.
- Reconcile department credit cards, submitting payment requests, and approving accounts payable.
- Is the Gaming Commission Training Coordinator responsible for keeping accurate training records and securing conference, training, or seminar registration and travel arrangements for staff.
- Submit for Gaming Commissioners' reimbursements for travel and provide required documents for stipends to the Tribal Council Office.
- Provides daily administrative support including reviewing, editing, and formatting documents.
- Welcome guests by greeting them, in person, by email, by phone, and answering or directing inquiries appropriately.
Non-Essential Functions: - Performs other duties as assigned, which may include tasks or responsibilities not listed in the job description but are necessary to support the overall goals and operations of the department or organization. These duties may evolve based on business needs and require flexibility, collaboration, and adaptability in fulfilling additional responsibilities as directed by leadership.
Equipment: - Standard office equipment.
- Systems used: Microsoft Office applications, other software, and PBGC databases.
Position Requirements: - Ability to maintain strict confidentiality and obtain yearly CJIS certification.
- High school diploma or equivalent is required.
- Four (4) years of experience as an Administrative Assistant or Clerical Assistant or an Associate Degree and two (2) years of experience as an Administrative Assistant is required. PBGC and PBOPI Tribal Government experience is preferred.
- Strong attention to detail and accuracy in data entry and recordkeeping.
- Ability to handle sensitive and confidential information in accordance with privacy and security policies.
- Ability to resolve complex issues and disputes with tact and diplomacy.
- Excellent interpersonal and communication skills.
- Advanced proficiency in using computer systems, databases, and standard office software (e.g., Microsoft Office Suite).
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Ability to work independently and as part of a team in a fast-paced environment.
- Customer-oriented with a friendly, professional demeanor.
- Integrity and adherence to the PBOPI Ethics Code.
- Understanding, acceptance, and application of the Tribe's Seven Grandfather Teachings.
- Strong leadership and team-building abilities.
- Proficiency in creating and analyzing reports and providing insights for process improvements.
- Ability to follow established policies and procedures to ensure compliance with regulatory standards.
- Flexibility to handle various tasks and adapt to changes in workload and priorities.
- Knowledge of or ability to learn about the Pokagon Band's Gaming regulations, licensing requirements, and policies.
- Availability to work flexible hours, including evenings and weekends, as needed.
- Must adhere to the Commission policy prohibiting Commission employees from gambling or playing at Four Winds Casino or any licensed gaming operation or gaming device under the jurisdiction of the Pokagon Band Gaming Commission.
- Must be at least 21 years of age.
- Must have a valid driver's license.
- Must be able to handle requests in an empathetic and professional manner.
- Must be willing to promote the goals and philosophies of the Pokagon Band of Potawatomi Indians.
- Ability to pass background checks, including criminal history and financial background checks.
- Submit to and successfully pass drug testing as required by the Commission.
- Willingness to work in any of the PBGC or Four Winds Casino properties.
Indian Preference - Pokagon Band Preference Code applies.
Physical Requirements: - Frequently required to talk and hear.
- Frequently required to use hands and fingers to operate equipment.
- Work is generally sedentary in nature and will frequently require sitting. However, standing and walking will occasionally be necessary.
Work environment: - Work is generally performed in an office environment, with standard equipment available. However, duties will require occasional work in a casino environment, which may be smoky with noise levels above a general office environment.
Competencies: - Attention to Detail: Working in a conscientious, consistent and thorough manner.
- Decision Making: Using critical thinking, good business sense and organizational values to make decisions involving varying levels of risk and ambiguity.
- Fostering Communication: Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus.
- Initiative: Dealing with situations and issues proactively and persistently, seizing opportunities that arise.
- Problem Solving: Identifying problems and the solutions to them.
- Financial Systems, Processes and Technology: Designing, implementing, and maintaining financial management and reporting systems and complementary financial and administrative business processes, to support the effective and judicious use of financial resources.