An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Will be serving as Office Coordinator to the Gaming Commission and Gaming Commission Staff under the direction of the Executive Director of the Gaming Commission. Perform basic clerical duties including, but not limited to, word processing, filing and copying, distribute in-coming mail, and scheduling appointments. Perform data entry tasks. Develop and maintain department records and files, including electronic files. Receive and log all incoming/outgoing correspondence. Maintain and utilize form letter file. Assist commission, staff, enterprise, and other departments with basic operational needs when assigned. Schedules/reserves facilities for Gaming Commission meetings, trainings, events, etc. Receives items/materials to assist with the agenda for Gaming Commission meetings. Prepares meeting materials for packet distribution. Attends Gaming Commission meetings, records, transcribes, and maintains accurate minutes of meetings/hearings. Assist with special projects or events when tasks are assigned. Controls department inventory and ordering supplies. Prepares purchase requests for department expenditures. Assists with travel arrangements for the commission and staff, and prepares travel advances/reports. Knowledge of all ordinances, regulations, and procedures governing gaming. Accepts vendor applications for the processing of Class I Social Drawing License and Class II Raffle License. Receives, reviews, checks, and receipts into inventory, reconciles and controls Maintenance and Non-Maintenance software shipments. Inspects shipments of gaming-related items for tampering and accepts gaming machine software from delivery services. Verifies Sale Order Number and compares to the Notice of Shipment from the vendor. Prepares and returns unapproved shipments to the appropriate vendor. Verifies software certification through the Gaming Commission-approved certified test laboratories. Notifies the appropriate slot/accounting staff that software is ready for processing installs or updates. Schedules disbursement of Maintenance software when requested and approved to use by authorized user. Receives and reviews monthly inventory log activity by departments and cross-references with testing laboratories. Performs other duties as assigned by supervisor. Will maintain strict confidentiality of records and activity within the department. Answer telephone in a courteous manner, take messages for staff and relay messages to Gaming Commissioners and Gaming Commission Staff in a timely manner. Must be able to provide phone liaison contact for absent staff members. Greet visitors courteously and professionally, ascertain nature of business and direct visitors to appropriate staff member. Must maintain a professional, acceptable appearance and demeanor. Must be friendly, courteous, and able to work well with people, including fellow staff members.
