Licensing Associate

Job Description:

SUMMARY

The Licensing Associate is responsible for supporting the day-to-day operations of the Licensing operations. This includes supporting the Tribal Gaming Commission staff with an emphasis on helping to fulfill the daily duties of the Licensing Department by assisting the Licensing Agents in compiling background investigations while ensuring all Federal and State regulatory requirements are upheld.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES:

• Performs general office duties, including greeting the public, answering calls, handling faxes and mail, managing department emails, filing, and coordinating meetings.
• Maintains electronic and hard copy files, including confidential information such as credit data from Equifax and criminal history from LEDS, law enforcement, and courts.
• Ensures compliance with the records retention policy.
• Creates and manages documents, reports, and data using Microsoft Office Suite, Outlook, OneNote, and Adobe Acrobat.
• Conducts research using online resources and available databases.
• Develops and maintains professional reports regarding Licensing activities.
• Orders and manages departmental uniforms and supplies.
• Maintains the highest level of confidentiality for sensitive information related to the Tribal Gaming Commission, Surveillance Department, Tribal Police, Casino, and Tribal matters.
• Creates and tracks purchase orders, reconciliations, and Licensing budget-related information.
• Maintains knowledge of department operations and Gaming Commission Regulations.
• Greets Tribal members, visitors, vendors, and applicants professionally.
• Attends assigned training sessions, meetings, and briefings.
• Maintains contact information, including phone lists and external vendor directories.
• Arranges travel, training and prepares itineraries.
• Prepares monthly event calendar and agendas.
• Schedules and coordinates meetings, appointments, interviews, fingerprinting, and photographs.
• Assists the Licensing Agents with coordinating and scheduling Commission meetings and hearings.
• Operates licensing software and maintains photo databases for licensure and other departmental needs.
• Assists in compiling and organizing investigative files for the Tribal Gaming Commission.
• Coordinates badge transfers.
• Adheres to CTGC policies, the Tribal Employee Handbook, operating procedures, and Minimum Internal Control Standards (MICS).
• Other duties as assigned by management.

LEVEL OF AUTHORITY AND RESTRICTIONS:

• This is a non-supervisory position.

PHYSICAL & MENTAL DEMANDS:

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Requires repetitive movement of the wrists, hands and fingers.
• Requires walking or moving to accomplish tasks.
• May require standing and or sitting for sustained periods of time.
• May require stooping which entails the use of lower extremities and back muscles.
• May require lifting up to 50 pounds.

WORKING CONDITIONS & ENVIRONMENT:

• Occasionally subject to a smoke-filled environment while working on the gaming floor.
• Occasionally subject to outside environmental conditions.
• Must be able to work weekends, holidays and extended hours as needed.
• Must be willing to travel out of town as needed.
• Moderate noise level with frequent interruptions and distractions.

HOURS & JOB LOCATION

• Forty (40) hours per week. Work is on a flexible schedule with normal hours Monday through Friday 8:00 a.m. to 5:00 p.m. or as authorized by the CTGC Management, with a one (1) hour lunch period. Schedule is subject to change with minimal notice. Schedule may occasionally include nights, weekends or mandatory overtime.
• This position is primarily located in Florence, Oregon, but may also require occasional licensing action work as needed in Coos Bay at the TRCR-Coos Bay.

JOB LOCATION

Tribal Gaming Office
5647 Hwy 126
Florence, Oregon 97439

Experience and Skills:

MINIMUM JOB REQUIREMENTS:

• Must be at least 21 years of age.
• Associates degree in related field or equivalent combination or education and experience.
• Must hold a current, valid driver’s license and be eligible for insurance coverage.
• Intermediate understanding of computer programs, with high proficiency in all Windows applications.
• Must be able to obtain and maintain Level 2 CJIS Clearance or higher within 90 days of hire.
• Must be a State of Oregon Notary within 90 days of hire.
• Must have demonstrated ability to work in a fast-paced environment where organization, prioritization and teamwork are required for success.
• Proven ability to work independently with limited supervision.
• Ability to communicate clearly and effectively in English, verbally, in writing or by other acceptable means.
• This position is subject to pre-employment and random drug testing and criminal history background checks, which may include fingerprinting.
• Must obtain and maintain a high security gaming license from the Gaming Commission.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.