Senior Human Resources Assistant - Highland, United States - San Manuel Band of Mission Indians

Description

Under the direction of the Director, of Human Resources the Senior HR Assistant provides high-level administrative and professional support to the Human Resources leadership team. The Senior HR Assistant is also responsible for performing a broad range of operational support on subject matter duties requiring considerable experience and knowledge including, but not limited to, administrative support, contract and budget tracking and correspondence. The Senior HR Assistant is also responsible for the coordination of hosted functions including facility reservations, travel arrangements and coordination of catering services. Interacts with internal and external business associates, executives, department heads, managers, vendors and Tribal Citizens, with professionalism, discretion and confidentiality via telephone, email or in person. The Senior HR Assistant is both a strategic and hands-on role that provides Human Resources support and is critical in executing our people initiatives, providing internal customer support, and driving HR functional excellence.

Essential Duties & Responsibilities

1. The responsibilities of this position encompass typical and customary duties of an administrative role at the senior level including call, guest and mail handling; document handling (producing, copying, distributing, filing and retention); purchasing; requisition, invoice, expense report processing and credit card reconciliations; arranging travel; monitoring and preparation of departments' payroll; entering, tracking and ensuring that vacation and sick leave is applied appropriately; managing VP Outlook calendars.

2. Prepares, uploads and monitors consultant, vendor and agency agreements through the legal contracts review program. Tracks contract expiration and/or need for RFP, proactively notifies manager of action needed within agreed SLA's. Responsible for ensuring all required documents are provided and within the approved budget. Completes research and analysis to provide insightful information regarding contracts for monthly report out.

3. Assists in researching, planning, and inputting budget information for the department. Tracks budgetary items and updates budgets with new data and projections for monthly report out. Proactively follows-up with managers on invoices that need to be submitted for processing and partners with AP for timely payment and accurate GL coding. Analyzes and recommends cost reduction opportunities and ensures expenses are within budgetary guidelines.

4. Drafts and formats correspondence for the department head's review based on established departmental or organizational practices. Assists with research and drafts independently or in collaboration with subject matter experts on the department's procedural documents and policy information as directed. Attends departmental meetings and other functions, as directed, and prepares thorough minutes of meetings and post-event summaries.

5. Coordinates hosted functions and activities on behalf of department, including facility reservations, travel arrangements, catering and meeting support set-up, cost tracking, participant communication and meeting attendance, materials production and distribution.

6. Interacts with internal and external business associates, executives, department heads, managers, vendors and Tribal Citizens, with professionalism, discretion and confidentiality via telephone, email or in person. Independently answers general inquiries about the department; research as necessary to assist the Department head in preparing responses for complex inquiries.

7. Performs other duties as assigned to support the efficient operation of the

Education/Experience/Qualifications

• High School Diploma or GED required; some college course work in Business preferred.
• Minimum five (5) years of experience in an operations support role required. Experience with supporting two or more leaders preferred. Broad functional Human Resources experience preferred.
• Strong computer skills, with comprehension of and a high level of experience using appropriate software packages, including but not limited to, Word, Excel, Access, PowerPoint, Outlook, and Adobe Acrobat Pro, as well as the ability to quickly learn other software, such as, DocuSign, SharePoint, Secure Share, Workday, Conga, Lawson, Tableau etc. is required.
• Ability to work well independently in the absence of supervision and under pressure such as strict deadlines.
• Must demonstrate excellent interpersonal skills, tactfulness, and maturity.
• Must demonstrate the ability to keep sensitive and privileged information confidential and secure.
• Excellent organizational, verbal, interpersonal, and communication skills.
• Must be able to type 40 words per minute.
• Ability to coordinate several tasks at once and set priorities is required.
• Must be a self-starter with good time management skills and a desire to work collaboratively across multiple departments and organizational sectors.
• Strong problem-solving skills required to provide technical advice to address and resolve problems.
• Bilingual in Spanish or other languages is a plus.

Certificates/Licenses/Registrations

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• A qualified candidate/employee must have a valid driver's license with an acceptable driving record as determined by the company's insurance carrier.

San Manuel Band of Mission Indians will make reasonable accommodations in compliance with applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today

Source: Hospitality Online