The HR Administrative Assistant offers administrative support and regular assistance to the Director of Human Resources and HR Team Members. Schedules appointments, provides information to callers, prepares reports or correspondence, and assists the HR department with clerical work and administrative functions. All duties are to be performed within the guidelines of the organization's policies and procedures, tribal regulations, and all federal/state laws, as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES

• All Team Members must embrace and deliver Kiowa's Guest Service Standards to every Guest on every shift, as outlined in Orientation, the Team Member Handbook, SOP's, and any other related training.
• Ensure an exceptional level of service and satisfaction is achieved throughout the properties, exceeding the expectations of external and internal Guests alike in a timely and effective manner.
• Always promote a positive image in order to build mutual respect and dynamic teamwork among Team Members by exercising a high degree of tact and diplomacy.
• Greet and direct Guests to the appropriate department or Team Member.
• Monitor the HR reception area for visitors, such as Vendors, Team Members, and Job Applicants.
• Provide Guests general information about the Kiowa Casinos such as company address, directions to company locations, company fax numbers, company website, and other related information.
• Provide information and answer Guest inquiries about current events and promotions.
• Work cooperatively with all department to provide seamless Guest service.
• Responsible for overall office activities, including the reception area and mail.
• Answer the main HR phone line, forward calls or take messages as needed.
• Prepare departmental memos, reports, documents and graphs.
• Compile, schedule and generate reoccurring and requested reports on HR-related data.
• Prepare file folders, oversee HR filing systems, ensure personnel files are retained, maintained, up-to-date, and secure. Transfer and dispose of records according to retention schedules and policies.
• Maintain inventory, anticipate supply needs, initiate orders, and verify amounts when received for HR Department and Admin Building Mailroom.
• Maintain confidentiality within all aspects of the department or departments HR will be working with.Work closely with Kiowa Gaming Commission (KGC) on licensing and work permit issues, acting as a liaison between casinos and KGC regarding HR-related issues.
• Communicate with KGC on Team Member updates, such as, but not limited to, address changes and items that affect licensing. Work closely with Department of Human Resources staff on files, data entry, etc.
• Transcribe all department meeting minutes.
• Responsible for Team Member correspondence letters.
• Maintain open communication and keep the HRD informed of all pertinent information and/or irregularities.
• Coordinate the Team Member of the Month program in conjunction with the HRD.
• Perform additional duties or projects, as assigned.

The list of essential job functions is illustrative of the minimums ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all the duties listed as the maximum expectation, nor does it necessarily list all possible duties that may be assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, and/or ability required.

EDUCATION & EXPERIENCE

• High School diploma or GED is required.
• Mid- to expert-level computer proficiencies, specifically Microsoft Office, internal business software and related products.
• Two or more years of working knowledge of general Human Resources policies and practices and knowledge of gaming industry policies and practices.

REQUIREMENTS, SKILLS & ABILITIES

• Must be at least 21 years of age.
• Regular and reliable attendance.
• Accurate, highly organized administrative abilities with good planning skills and the ability to adapt quickly to changing priorities.
• Excellent verbal, written, interpersonal and communication skills to effectively interface with executives, guests, and team members. Ability to maintain confidentiality.
• Ability to work cooperatively with all departments and all team members.
• Excellent ability to handle sensitive documents and confidential matters.
• Excellent attention to detail in composing, typing, proofing, and delivering time-sensitive materials. Excellent ability in establishing priorities and meeting deadlines, including response times to correspondence and/or specific requests.
• Ability to independently manage multiple tasks in a professional manner. Ability to maintain a professional appearance and demeanor.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities but may train administrative personnel.

LICENSES & CERTIFICATIONS

• Ability to obtain and maintain Gaming License is required.
• Key positions require knowledge and application of Title 31 reporting requirements. Must have the ability to pass comprehensive background check and drug test.

JOB DEMANDS

Physical

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. While performing the job duties, the employee is required to maneuver in all areas of casino and related entity locations when necessary. Ability to talk, hear, stand, sit, walk, climb, balance, stoop, kneel, crouch, and move freely throughout the offices and between buildings or properties for the duration of work hours. Frequently required to use hands to handle or feel objects, tools, or controls, and reach with hands and arms, including lift, carry, push, pull, or move objects, or boxes, up to 35 pounds. Visual acuity to discern and examine text, graphics, color, and symmetry. Speech to communicate clearly, express ideas and convey information in an understandable manner. Ability to hear for listening comprehension and to understand ideas presented through spoken words and sentences. Manual dexterity to operate office equipment and examine documents, records and files. Must be able to maintain repetitive wrist motions and operate computer or other equipment for extended periods of time. Confer with Human Resources for additional information, as needed.

Mental

Social perceptiveness to assess and understand other's reactions and behavior. Critical thinking to use logic and reasoning, to reach conclusions or optional solutions. Comprehension in assessing, analyzing and processing alpha, numeric and visual data, and the ability to accurately formulate or complete required documents. Mental capacity to monitor sometimes complex situations, to make quick decisions, tolerate stress, and/or conduct tasks under critical deadlines. Ability to concentrate on task over a period of time without being distracted and work continuously on computers or other devices.

Work Environment

The characteristics of the work environment described here are representative of those an employee encounters while performing the job functions. Work in, or visit offices, casino operations, assigned outlet, hotel, kitchen, meeting space, convention center, gaming floor, motor vehicle, various amenities, and/or additional entity' locations, or external environments, as related to business. Environment includes exposure to second-hand smoke, high noise level, bright lights, and sometimes fluctuating temperatures or weather conditions. Must be able to work irregular or additional hours or shifts, including holidays or weekends, as assigned, in order to meet business needs.

Success in this position will require ongoing knowledge and application of the organization's key performance indicators that include but are not limited to interpersonal and communication skills, change management and teamwork, customer service and satisfaction, integrity, and dependability.