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F&B Administrative Assistant

Company: Kickapoo Lucky Eagle Casino
Location: Eagle Pass
Posted on: November 16, 2021

Job Description:

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.

Keywords: Kickapoo Lucky Eagle Casino, Laredo , F&B Administrative Assistant, Administration, Clerical , Eagle Pass, Texas

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