The Osage Casinos Administrative Assistant ONGE Board Liaison performs as the official record keeper for Osage Casinos/ONGE Board meetings and is required to document the actions and the business of the meeting, through the creation, maintenance, and timely distribution of accurate, thorough, and sufficient documents, which meet applicable legal requirements. Additionally, the position provides clerical and administrative support to the Executive Director and ONGE board members. The Administrative Assistant performs as the liaison between Osage Casinos Executive Management and the ONGE Board.
This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.
Must be at least 21 years of age
High School Diploma or G.E.D Equivalent required.
Associate’s degree in Business Administration or related field preferred.
Five years’ experience in a supporting assistant role or previous experience as an Administrative Assistant required.
Working knowledge and understanding of Roberts Rules of Order and Osage Nation Gaming Enterprise Board’s By-laws required.
Working knowledge and understanding of Microsoft Office required.
Required to pass a pre-employment drug screening and obtain and maintain an Osage Nation Gaming license.
Required to maintain a valid Driver’s License.
Required to provide documents to show the applicant is eligible to work in the United States.
Osage, Native American, and Veteran preference shall apply to all positions at Osage Casinos.
Applicants must be able to perform all essential functions of job duties with or without reasonable accommodation.
Prepares a variety of narrative materials, including correspondence, notices, forms, reports, statistical material and legal documents.
Proofreads final form and reviews outgoing material for attachment, dates, signature, clarity, complete addresses and destination.
Processes invoices, prepares payables, and generates board expense reports monthly, processes travel, expense reports, mileage and recaps for the Gaming Enterprise Board members.
Submits various reports to the Board, Osage Nation Executive office, Osage Nation Congress, and the Osage Casinos Executive office.
Responsible for day-to-day maintenance of the ONGE website, including posting meeting announcements, meeting minutes, archiving documents, writing new articles related to the events of the ONGE and posting pictures of events, maintaining office contact information, and board member biographies.
Opens and screens incoming mail and signs for packages from delivery companies.
Responds to routine mail or redirect it to a more appropriate individual in the organization.
Ensures the meeting agenda is prepared, distributed and posted in a timely manner, in accordance with applicable requirements and laws.
Handles all details regarding set-up and preparation for Board related meetings
Ensures after meeting that all confidential material have been collected.
While adhering to all applicable requirements, policies and laws, the Administrative Assistant is responsible for capturing the action of the board, in the form of meeting minutes.
Other duties as assigned.
Provides excellent internal and external guest services, treating internal and external guests with courtesy and consideration at all times.
Cooperates and communicates with all fellow employees, always exhibiting mutual respect and consistently projecting a positive, helpful image/attitude.
Makes efforts to keep informed of company information and communications by reviewing property bulletin boards, digital signage, and company newsletter.
On an individual basis or in a group format, explains why, shares information, and communicates the purpose of decisions to applicable staff.
Ensures company information provided by management is effectively communicated.
Monitors all relevant activities of the area of responsibility, to ensure that all applicable laws, rules, regulations and controls of the organization, and the National Indian Gaming Commission (NIGC) and the Osage Nation Gaming Commission (ONGC) are understood and enforced by all applicable personnel.
Maintains excellent working relationships with other Company staff and all applicable regulatory commissions and other agencies as may be applicable to ensure compliance.
Performs all duties in accordance with company core values, objectives of the Osage Nation, internal policies and procedures, as well, as applicable laws and gaming regulations, including but not limited to, the state-tribal compact, IGRA, MICS, ONGR, the Bank Secrecy Act, Office of Foreign Asset Control, USA Patriot Act and Privacy Act.
Ensures assigned staff is aware of, understand and comply with regulatory requirements and enforces regulatory standards through discipline when necessary.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge, skills, and experience in scheduling, communications, decision-making, high level problem solving, complaint resolution, resource allocation, and customer service are preferred.
Read, write, speak and understand the English language. Read Company or departmental reports, newsletters, and documents.
Perform basic mathematical computations (add, subtract, multiply, divide in all units of measure, including whole numbers, common fractions, and decimals.)
Protect the Company’s value by keeping information confidential.
Establish and maintain positive relationships with Executive team, upper management, supervisory staff, employees, the general public. Work well alone or within a team.
Present facts and recommendations in oral and written form. Prepare written reports and correspondence as required.
Utilize MS Office products at basic (create new documents, open/edit existing documents) to intermediate (import/export data, create templates) skill level.
Exercise sound judgment and solicit assistance for decisions in a manner consistent with the essential job duties and responsibilities.
See problems and avoid situations that could be deemed illegal or represent a safety hazard to fellow employees or guests.
Respond to inquiries or complaints from employees, guests, regulatory agencies, and others.
Travel locally, regionally, or out-of-state as needed.
Update job knowledge by participating in educational opportunities; professional organizations; attending expos/conventions; and developing or maintaining professional networks.
The employee is also regularly required to sit for extensive periods of time.
Use hands to finger, handle, or feel objects, tools or controls.
Ability to sit, stoop, kneel, crawl, balance, or crouch while performing duties.
Must have normal auditory and good verbal communication.
Ability to lift upwards of 15 pounds. Ability to drag, push, or pull up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work is typically performed within an office setting. Exposure to second-hand smoke.
Evening and weekend shifts may be required. Extended hours and irregular shifts may be required. Ability to work nights and weekends required.
Noise level in the work environment is low to moderate.
The employee is regularly exposed to risks associated with travel between properties and back and forth to other areas as may be required due to business demands.
The employee may be exposed to the risks associated in attempting to resolve issues with extremely irate or difficult people.