On-Call Receptionist

SUMMARY

To provide receptionist duties to the Administrative Building, Satellite Offices, and other offices as needed when present full time staff are absent.

Assist with coordinated efforts on behalf of GTB with the Executive Assistant to the Tribal Manager. To maintain telephone system, filing system in office and to assist community and GTB members with information as needed.

General duties of secretary / receptionist as assigned by Supervisor as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• To be present when "called-in" to cover office hours from 8 : 00 a.m. to 5 : 00 p.m., Monday through Friday ,
• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• Maintain highest level of confidentiality of all matters involved with GTB members, clients, staff and all related records.
• To comply with all GTB policies and procedures, and read the Personal Policy book completely and understand the policies in this book and adhere to them.
• Work directly with the Executive Assistant to the Tribal Manager.
• Answer daily incoming calls, and transfers calls to appropriate GTB personnel.
• Direct visitors, GTB Members, clients, and guests to appropriate GTB personnel.
• Maintain in / out schedules / itineraries of personnel housed in the office daily.
• Will be responsible for forwarding mail through mail route system and ensuring mail is correctly processed and given to the appropriate person(s).

Ensuring to reading each item individually and placing in correct mail box

• Must be able to work a multi-line telephone system and maintain a clear speaking professional voice at all times.
• Be able to use and locate all telephone and cell phones numbers in the directories within GTB and other Tribal Nations.
• Continually increase knowledgeable of all GTB service programs and make referrals as necessary to the appropriate office or individual.
• Assist in preparation of correspondence and use of Mail posting machine and ensure that the mail is processed and prepared each day for pick-up.
• Assist others in building as requested for copies, mailings, organizational skills or for their program needs as time warrants.
• Assist with building recycling efforts..
• Be available for training to update skills and other skills necessary for growth of the position.
• Attend the Mandatory Staff Meeting each year.
• Maintain Request to Travel, Check and Purchase Requisition logs, and forward these documents appropriately.
• Assist with Emergency; drills and Procedures as needed.
• Other duties as assigned by your supervisor that relate to the overall coordination of this position and events impacting the area.

OTHER SKILL AND ABILITIES

• Must have excellent customer service, communication skills and be properly prepared each day.
• Must be organized, able to handle multiple tasks at one time, and able to complete tasks and projects in a timely manner.
• Must possess the ability to work with various personalities while maintaining impartiality.
• Must be able to work with minimal supervision, and respond to guidance and assignments.
• Must sign a confidentiality agreement.
• Must have good written, interpersonal skills, and verbal communication, as well as good time management and organizational skills and demonstrated patience, tact, and respect.
• Ability to effectively establish priorities, meet deadlines with detail to work and follow-up skills.
• Work requires minimum proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook and other Microsoft office products and database applications.
• Employee must be able to follow directions, be a team player, with a "Can Do" attitude.
• Must keep area cleaned and take care of for the overall appearance of the office at all times.
• Must follow procedures to close-down the telephone systems at end of day.
• Ensure Computers are turned off and area cleaned at end of day.
• Must ensure that building is secured if working at end of day and all safety precautions taken.

EDUCATION and / or EXPERIENCE : To perform this job successfully, an individual must be able to perform each essential duty and skill satisfactory.

Reasonable accommodations may be made to ensure individuals with disabilities to perform the essential functions.

• Must have High School Diploma or GED equivalent.
• Prefer one-year experience in office management.
• Must have basic math skills and written skills

SUPERVISORY RESPONSIBILITIES

None, but will occasionally have assistance at front desk to supervise and train procedures of office.

EQUIPMENT TO BE USED

Computers, Fax machines, copier, telephones, calculator, postage machine.

LANGUAGE SKILLS

Must have excellent interpersonal skills in order to assist those coming to office for services.

TYPICAL PHYSICAL DEMANDS

Physical demands are that one must be able to sit at the work station, use the computer, bend, stoop, stand while copying, some lifting and pushing may occur while filing, or relocating files, climbing stairs to retrieve stored files may occur.

Walking distance may be across the parking lot to the other offices of the GTB. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

No unusual exertion required

TYPICAL MENTAL DEMANDS

Must work well in crisis situations.

WORKING CONDITIONS

The work environment is a one-story office building, handicap accessible and climate controlled. Culture and traditional ways may be practiced, but such observation is not mandated or always visible to non-Natives.

Non traditional use of tobacco (smoking) is not permitted in the building. Designated smoking areas are outside. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment.

Adheres to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification.

They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval.

Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.