Overview
Administrative Assistant/Contract Billing Jobs in Madison, WI at Wisconsin Copy and Business Equipment, Inc.
CLOSING DATE: Friday, June 20, 2025, end of business day
POSITION: Administrative Assistant II
SALARY: DOE, starting at $21.82
REPORTS TO: Administrative Services Manager
LOCATION(S): Gaming Headquarters (Omak, WA)
This position is Non-Exempt The incumbent provides essential specialized secretarial and support to the Gaming Commission by handling a range of administrative and clerical tasks, including scheduling, transcribing specialized or technical notes, communications, and maintaining record-keeping information The incumbent also supports the Gaming Director, supervisory staff, and the Secretary to the Commission by assisting with the coordination and facilitation of special events and meetings.
The incumbent plays a crucial role in ensuring smooth daily operations by organizing, managing, and maintaining office practices, including, but not limited to, handling scheduling, drafting correspondence and reports, and ensuring documents are accessible They may act as a point of contact for internal teams and, depending on the task, may assist with bookkeeping duties, coordinating travel, managing office supplies, assisting with filing, and data entry. The incumbent also oversees vehicle maintenance and upkeep, and serves as backup for the Timekeeper and the Recording Secretary as needed.
This position has no supervisory responsibilities. The incumbent must possess a combination of hard and soft skills to support daily operations effectively.
Distinguishing Career Features
An Administrative Assistant II is an intermediate-level position within a career path that provides administrative support to the Gaming Commission departments and their staff To advance to Administrative Assistant Senior, which offers a higher level of administrative support than an Administrative Assistant II and often includes more complex tasks, greater autonomy, and the potential to supervise others, one must have a minimum of 24 months of experience as an Administrative Assistant II with the Colville Tribal Gaming Commission Additionally, a field-related associate’s degree may be used to substitute for some of the necessary work experience.
Essential Duties and Responsibilities
Incumbents typically perform a substantial portion or all of the following types of duties:
Manage schedules, coordinate meetings, and set up appointments to keep workflows organized and meet deadlines
Handle phone calls, emails, and other correspondence while prioritizing urgent matters and maintaining professional communication
Maintain and organize files, records, and documents in digital and physical formats for easy access and retrieval
Assist with preparing reports, presentations, and spreadsheets by compiling data and formatting information in a clear, professional manner
Order office supplies and manage inventory levels to ensure a well-stocked and efficient workspace
Assist with data entry, bookkeeping, and expense tracking by accurately recording financial transactions and reconciling reports
Liaising with clients, vendors, and internal staff to relay information, schedule appointments, and support business operations
Ensure confidentiality and accuracy when handling sensitive information, company records, and financial documents
Assist as designated back-up within the department/program with the preparation of payroll, purchase orders, and accounts payable vouchers
Assist as designated back-up at Commission meetings for the Secretary of the Commission as needed
Assist as backup for the Gaming Commission as Timekeeper as needed
Maintain the Gaming Commission’s department vehicles to ensure they receive regular maintenance checks, timely repairs, and preventive maintenance, such as oil changes, tire replacements, and washes
Perform other related duties as assigned to support the objectives of the position
Qualifications
Knowledge and Skills
This position requires working knowledge of modern office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing Requires working knowledge of Tribal enterprise and government, department operations, policies, procedures, and calendars Requires working knowledge of, and skill at using personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry into custom databases Requires sufficient math skills to perform financial and statistical record-keeping Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence Requires sufficient human relations skills to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts Requires sufficient human relations skills to present a positive image of the Tribe (and the Gaming Commission), communicate technical information to others, and use patience in dealing with a diverse population. Knowledge of Robert’s Rules of Order is a plus Knowledge of tribal gaming laws, regulations, and rules under the Colville Confederated Tribes, the Colville Tribal Gaming Commission, the Indian Gaming Regulatory Act (IGRA), the National Indian Gaming Commission (NIGC), and the CCT Tribal-State Compact for Class III Gaming with the State of Washington is preferred
Abilities
Requires the ability to perform all of the duties of the position independently Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections Requires the ability to learn, interpret, explain, and apply knowledge of Tribal Enterprises, government, and organization unit services, operations, programs, functions, special terminology used in day-to-day operations, and to relieve others of a variety of administrative details Requires the ability to prepare spreadsheets, graphs, and charts, and enter, import, and export data to and from databases Requires the ability to plan, organize, and prioritize work to meet schedules and timelines Requires the ability to maintain productive and cooperative relationships with management, CTGC staff, Casino employees, external organizations, and the public using patience, professionalism, and courtesy Must be able to demonstrate above-average attendance Must be able to work a flexible schedule when required
Physical Abilities
Must be capable of functioning indoors, engaged in work that is primarily sedentary in nature Requires near vision to read and write printed materials and view computer screens Requires the ability to sit for extended periods, utilize microcomputers and peripheral equipment, perform other desktop tasks, and move to various offices and community locations Requires manual and finger dexterity to write or type at a rate that meets department deadlines and standards of accuracy Requires the ability to retrieve work materials from overhead, waist, and ground-level files Must be able to operate various Commission vehicles for: traveling to sites, the agency, and for vehicle maintenance Must be able to tolerate a smoke-filled environment at those sites Additionally, this position requires the ability to lift and carry up to 35 pounds (lbs.) at a time for short distances
Education and Experience
High School Diploma or GED, and forty-eight (48) months of above-average work experience in office administration or a related field, demonstrating the ability to perform the duties of the position
Licenses and Certificates
Must possess and maintain a valid state driver’s license and be eligible for the Tribes’ vehicle insurance
Must be qualified and suitable for a tribal gaming license under Tribal, State, and Federal requirements Tribal gaming license applications must be completed and submitted with the CCT job application to be considered
Working Conditions
A majority of the work is performed indoors, where minimal safety considerations exist Must adhere to STRICT CONFIDENTIALITY with all work-related information Must adhere to a healthy, drug-free lifestyle in compliance with CCT policy and Commission requirements
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Title: Administrative Assistant/Contract Billing
Company: Wisconsin Copy and Business Equipment, Inc.
Location: Madison, WI
