Administrative Assistant - IT Dept.

The Administrative Assistant - IT plays a critical role in the facilitation of the day-to-day administrative operations of the Information Technology (IT) department. Under the direction of the Supervisor, Executive Administrative - IT the Administrative Assistant - IT is responsible for acting as a liaison between departments and assisting the Technology department with efficient processing of technology related expenses, technology invoice review, occasional vendor communications, and other forms of accounting related tasks. The Administrative Assistant - IT also collaborates, initiates, and supports opportunities with other functions by championing the goals and priorities of the Tribe in a manner that faithfully reflects and upholds the Tribes vision, mission and values.

Essential Duties & Responsibilities

1. Maintains logs of Technology related invoices, such as outstanding invoices, paid invoices and also assists with researching and providing solutions to any pending discrepancies.

2. Supports administrative duties and works closely with various departments to ensure Technology payments are processed efficiently and before their due date.

3. Performs data entry to initiate technology purchases, creating requisition and purchase order transactions. Generates and analyzes financial information and reports for purchase orders.

4. Assists with customer’s inquiries regarding invoice payment status, researches and responds to invoice related questions from both external and internal customers.

5. Works as a liaison between IT and the Accounting Department to ensure timeliness of invoice review and payment processing. 

6. Works closely with the Procurement Department to ensure requisitions and purchases orders meet organizational objectives and technology project timelines. 

7. Prepares and maintains MS Excel spreadsheets and provides reports related to Technology expenses and pertinent meeting documents on an ongoing basis. 

8. Manages orderly flow of invoice documents to gain approval for payment and for payment processing.

9. Ensures technology invoices conform to contractual agreement terms.

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

Education/Experience/Qualifications

• High School Diploma or GED is required.

• Minimum of two (2) years of experience in an Administrative Support role is required; functional knowledge of an Information Systems/Information Technology department is highly required.

• Additional technical (business, accounting, computer operations or information systems) training/certification at the secondary technical school or college level degree is preferred.

• Must be capable of effectively presenting information and responding to questions from groups of managers, co-workers, and vendors.  

• At all times the incumbent should exhibit a high degree of interpersonal skills while working with all levels of IT management.

• Must be personable and professional, capable of using caution and discretion in communication.

• Must also maintain a strict level of confidentiality and act in a manner consistent with all legal and regulatory requirements and in compliance with relevant laws and regulations.

Certificates/Licenses/Registrations

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

San Manuel 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!