Job Description

 

Position:                           Administrative Assistant

Department:                 Facilities

 

Job Summary: 

Provides administrative, clerical, and secretarial services to the department’s management staff and team members.

 

Duties and Responsibilities (specific areas of responsibility include but are not limited to):

• Composes, transcribes, and types correspondence, memos, reports, and other miscellaneous paperwork.
• Prepares outgoing mail, files correspondence, reports, and departmental records in appropriate files.
• Opens and screens incoming mail; receives and distributes facsimiles as well as photocopies printed material, as needed.
• Places and receives telephone communications in a cordial and helpful tone of voice, taking accurate messages, and relaying them to the appropriate persons.
• Greets visitors, ascertains nature of business, and escorts visitors to appropriate offices.
• Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time, and materials are available.
• Schedules appointments and performs other duties that require accurate maintenance of calendars.
• Makes travel arrangements and coordinates reservations.
• Prepares and/or issues accurate and complete departmental records and reports utilizing a variety of office equipment.
• Interfaces with all levels of Casino team members, outside agency representatives, and customers in a courteous, responsive manner.
• Facilitates the flow of information throughout the property by attending meetings, keeping minutes, and following up on action items.
• Serves as a resource regarding departmental activities and operations.
• Maintains a working knowledge of Casino operations and events, as appropriate, to advise team members and guests.
• Advises management team of relevant or important information pertaining to the responsibilities of the department or the operations of the Casino.
• Facilitates the flow of information throughout the property by attending regularly scheduled departmental meetings, keeping minutes, and following up on action items.
• Maintains statistical data and prepares various reports with this information.
• Resolves minor customer complaints effectively; refers issues to appropriate personnel for disposition.
• Operates a variety of office equipment.
• Performs work that is sensitive and requires a high level of confidentiality.
• Follows instructions regarding the use of chemicals and supplies; uses as directed.
• Supports and enforces departmental as well as the GED’s policies and procedures, and applicable regulatory policies, such as completion of Safety Data Sheets (SDS)
• Support the Supply Chain organization to deliver best-in-class business unit support to meet project deliverables. Actively participate in materials requirements planning to provide materials as required.
• Turns in found articles in accordance with Facilities and GED policies and procedures.
• Maintain inventory responsibility for the SWS Inventory System to include receiving, warehousing, maintenance, and expediting of materials.
• Coordinate with internal and external parties to ensure inventory is maintained to industry standards and assess equipment condition and recommended maintenance, repairs, or disposition for appropriate fiscal management of assets.
• Meet weekly with the administrator to discuss administrative and enterprise needs.
• Schedule instructional rounds, 1:1 meetings, and annual reviews.
• Manage, document, and maintain the division/department budget.
• Execute weekly or monthly division/department reports.
• Assist in planning facility meeting agendas and new hire orientation.
• Take notes and summarize discussions at various meetings.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.
• Provide onsite guidance to storage facilities for safe handling of materials, proper storage, and accounting o