Position Summary

The Administrative Assistant supports the General Manager of Resort Operations. 

Our philosophy is built on the principles of integrity, fairness, collaboration, communication, and recognition for performance excellence. Meeting all performance standards leads to attracting and retaining a qualified workforce, provides opportunities for qualified team members, and contributes towards the ongoing success of the Pueblo of Sandia today and in the future.  

 Essential Duties And Responsibilities

1. Provides high-level administrative support by managing the daily operations of the resort through professional, ethical business practices.
2. Reviews operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
3. Reviews, reconciles and evaluates monthly, quarterly budget reports, financial reports, department forecasts and annual projections; prepares daily resort report.
4. Performs accounting activities and reports from general ledger, preparation of financial statements and annual compliance audits.
5. Performs routine administrative functions such as drafting correspondence, scheduling appointments, meetings, conferences, travel, and organizing and maintaining paper and electronic files.
6. Practices and instructs principles and processes for providing customer and personal services; this includes customer needs assessments, meeting quality standards for the services and evaluation of customer satisfaction.
7. Practices communication with customer and clients via telephone, email or regular mail and resolves customer service issues.
8. Establishes knowledge of principles and processes involved in strategic planning, resource allocation, human resource remodeling and leadership techniques.
9. Recruits, trains and supervises the activities of administrative team members performing administrative duties.
10. Resolves routine administrative issues and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls, and maintains a log of inquiries as required.
11. Performs as a liaison with other departments on basic administrative and/or operational matters.
12. Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles and operates a variety of office equipment.
13. Requisitions for supplies and services of office supplies and tracking process and results.
14. Performs bookkeeping functions, which may involve billing and cash receipt activities.
15. Manages reception desk; greets and directs all visitors including vendors, clients, job candidates, and customers while practicing security procedures.
16. Participates in daily stand-ups and training to apply skills in daily operations.
17. Punctual and regular attendance is an essential responsibility for all team members and are expected to report to work based upon the assigned schedule each day in accordance with the Attendance Policy for Pueblo of Sandia. 

 Additional Responsibilities

1.   Performs additional general office duties and responsibilities as requested.

 Key Performance Indicators

This position has Key Performance Indicators (KPI’s) identified as a measurement of success.  KPI’s will be shared with all team members who work in this job title and feedback will be provided regarding the successful completion of the KPI’s as part of the performance review process.

Knowledge, Skills, And Abilities

1. Ability to communicate effectively, both orally and in writing; to listen and comprehend information, ideas and follow specific instructions and procedures.
2. Ability to work independently and be a team player.
3. Ability to master and integrate all aspects of business operations; implement goals and objectives, supervise and lead with a solid work ethic.
4. Ability to create, compose and edit written materials; SOP(s), IC(s) and DR(s).
5. Ability to maintain confidentiality of records and information.
6. Ability to perform accounting procedures and activities.
7. Ability to maintain calendars and schedule appointments.
8. Ability to work odd and unusual hours while remaining flexible at all times.
9. Knowledge of office management procedures; knowledge of supplies, equipment, and/or services ordering and inventory control.
10. Ability to maintain records, files, documents and maintain a high-level of confidentiality.
11. Skills of word processing and/or data entry skills.
12. Skills of organizing and coordinating while working efficiently on the importance of time management skills.
13. Skills to perform receptionist and administrative duties while emphasizing on customer service.
14. Skills to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
15. Skills of operating basic office equipment and troubleshooting technical problems.
16. Knowledge of standard office/operating procedures, filing systems and work processes.
17. Knowledge of computer software and operating systems; Microsoft Software, Cognos Finance, Unifocus, Delphi, Spring Miller Systems, Micros, HotSOS, Scala, Crestron, Adobe Acrobat, and Internet.
18. Knowledge of Microsoft Software, Hospitality, and Food Management Programs.
19. Ability to work harmoniously and professionally with co-workers and supervisors.

   Education And Experience 

Required

1. High School Diploma, GED certification or equivalent.
2. Three (3) years executive level administration experience.
3. Experience must include the following:
   • Supervision
   • Executive scheduling/monitoring
   • Technical reports
   • Preparation/writing
   • Research and analysis

Preferred

1. Bachelor’s Degree, preferably in Business Administration, Public Administration, Data Processing, Records Management or related field.

Note:  Relevant work experience or education may be substituted to satisfy education and/or work experience. 

License/Certifications/Registrations

Physical Requirements/Working Conditions

The following selected physical activities are required to perform the essential functions of this position

Physical Requirement

Description

Balancing

Maintaining body equilibrium to prevent falling and walking, standing, or crouching on narrow, slippery, or erratically moving surfaces. This factor is important if the amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

Crouching

Bending the body downward and forward by bending leg and spine.

Feeling

Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

Finger Dexterity

Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Grasping

Applying pressure to an object with the fingers and palm.

Hearing

Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

Kneeling

Bending legs at knee to come to a rest on knee or knees.

Lifting

Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

Pulling

Using upper extremities to exert force to draw, haul, or tug objects in a sustained motion.

Pushing

Using upper extremities to press against something with steady force to thrust forward, downward, or outward.

Reaching

Extending hand(s) and arm(s) in any direction.

Seeing

The ability to perceive the nature of objects by the eye.

Walking

Job requirements include, in the performance of duties, walking throughout the work area, on various work surfaces throughout internal or external locations.

Sitting

Particularly for sustained periods of time.

Standing

Particularly for sustained periods of time.

Stooping

Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

Talking

Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

List Working Conditions Required:

1. Work is normally performed in a typical interior/office work environment.
2. No or very limited physical effort required.
3. No or very limited exposure to physical risk.

The Content Of This Job Description Does Not Restrict Management’s Right To Assign Or Reassign Duties And Responsibilities To This Job At Any Time.

The Job Description Reflects The Assignment Of The Essential Functions Of The Current Position But Does Not Prescribe Or Restrict Tasks That May Be Assigned. The Essential Functions Are Specified But Are Subject To Change At Any Time For Various Reasons, Including Management Discretion.

The Pueblo Of Sandia Reserves The Right To Make Changes To The Job Description Whenever Necessary.

Selected Candidates Must Submit To And Pass A Pre Employment Drug And Alcohol Screening As Part Of The Pre Employment Process.  Drug And Alcohol Screening Will Continue Through Post Hire Testing To Be Conducted By A Third Party Random Number Generator.  Selected Candidates Must Submit To And Pass A Criminal Background Screening As Part Of The Pre Employment Process.

The Pueblo Of Sandia Is An Equal Opportunity Employer (Eoe). Qualified Applicants Are Considered For Employment Without Regard To Race, Color, Religion, Sex, National Origin, Age, Marital Status, Disability, Sexual Orientation, Or Any Other Characteristic Protected By State Or Federal Law.