Reports to: Director of Food & Beverage
Job Summary: The Food and Beverage Administrative Assistant's duties include but are not limited to billing documentation, organization of Food and Beverage Director's calendar; meeting scheduling; maintenance documentation; purchase requests, invoice handling and vendor billing processes; file maintenance; and communication with the shift leadership
Essential Functions: Ensure compliance with the applicable Tribal, Federal and other laws and gaming regulations and Kickapoo Lucky Eagle policies and procedures. Ensure the highest possible standards of guest services by properly listening and responding to guest and team member concerns and questions. Provide administrative support to the Director of Food & Beverage. Manage information, files, communication, financial records, office supplies, office calendar, clerical duties, time sheets (as backup to management) and administrative budget. Coordinate meetings and record meeting actions, and distribute meeting minutes to appropriate personnel. Answer and direct incoming calls to appropriate F&B staff, and must be able to use the walkie-talkie. Responsible for accurate and timely preparation and processing of all financial documents, including expense reports, check requests and purchase orders. Prepare and process all HR related paperwork, including Personnel Action Forms, Requisitions, etc. Prepare and process payroll, including PTO requests and timesheet approval. Facilitate communication in the form of memos and disseminates information to appropriate F&B personnel. Maintain office systems and database, which includes shared files, while adhering to confidentiality policy. Document monthly data on expenses made by F&B Department. Demonstrate and promote KLECH core values and MAD skills. Manage and maintain security of confidential information entrusted to position. Attend and satisfactorily complete all required training as assigned. Monitor compliance with Federal currency transaction reporting requirements, Title 31 requirements and IRS Currency Transaction Reports and property established Anti-Money Laundering policies. Maintain accurate MTL, MIL, CTR and SAR as needed. The essential functions listed above are not an all-inclusive list but rather a general representation of the duties and responsibilities pertinent to this position. The duties and responsibilities will be subject to change based on organizational needs and/or as deemed necessary by the Director. Perform other duties as assigned. Minimum Requirements to Qualifications: Must have High School Diploma or GED. Five (5) years of office administrative experience with proven results in meeting the demands of a busy, multi-tasking environment. Two (2) years progressive and comprehensive administrative support to a department level manager. Strong communication skills in English, both written and oral. Ability to communicate effectively with guests, team members, and management. Spanish or other language skills a plus. Advanced knowledge of PC Software including Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Outlook required, including the ability to prepare complex excel spreadsheets. Other Criteria: Qualified Kickapoo Traditional Tribe of Texas Members and qualified Native American preference is observed.
Skills and Abilities: Ability to work independently with minimal supervision and actively demonstrate problem-solving skills. Ability to maintain effective relationships with the General Manager, Directors, Managers, vendors and all staff. Ability to work under pressure in a fast paced, stressful environment. Ability to meet multiple deadlines and multi-task. Ability to proof-read and edit all F&B related documents. Ability to have strong critical thinking, analytical and guest service skills. Must possess a positive attitude with strong organizational qualities. Ability to add, subtract, multiply and divide in all units of measure. Ability to define problems, collect data, establish facts and draw conclusions. Ability to understand complex instructions and material. Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers of all levels. Ability to work effectively with individuals and demonstrate teamwork. Ability to maintain confidentiality. Ability to follow and comply with established Casino guest service programs. Physical Demands: While performing the duties of this position, the team member is regularly required to stand, sit, walk, push, pull, bend for extended periods; reach with hands and arms; talk and listen on a regular basis. The team member must be able to concentrate for prolonged periods. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception. The team member must be able to communicate effectively in person or using telecommunications equipment. The team member must have the hand-eye coordination and manual dexterity to operate a keyboard, touch-screen display, telephone and calculator. Occasionally lift and/or move up to 25 lbs. Work Environment: Normal office setting, back of the house and casino floor. Frequent walking and standing in a smoke-filled environment and frequent contact with the general public. Temperature controlled environment with varying noise levels. May be exposed to high levels of noise throughout the day. Extended hours and irregular shifts may be required including nights, weekends and holidays. Must be able to perform under pressure and work long hours under stressful conditions. May be exposed to the risks associated in attempting to resolve issues with difficult guests and extremely irate staff members. May be exposed to various types of lighting including, but not limited to: artificial fluorescent lights, flashing lights, strobe lights, multiple colored lights, etc. Travel may be required to perform one or more essential functions of this position. Conditions of Employment: Must be able to obtain and retain a KTTT Gaming Commission License, including successful completion of background check necessary to obtain and maintain license. Responsible to keep all documents current and valid at all times. Must be able to provide authorization to work in the United States. Must be at least 18 years of age. Must have access to reliable transportation to commute to and from work. Must comply with KLECH handbook, internal policy and procedures, and gaming regulations set within KLECH.
