On Call General Clerk

M'Chigeeng First Nation; M’Chigeeng; On-site; CAD 26,000 - 32,000; Part time

Job summary

MFN is seeking an On Call General Clerk to serve as the receptionist in the Administration Building, delivering essential administrative support, greeting visitors, handling communications, scheduling, and data entry.

The role emphasizes customer service, multitasking, and attention to detail across mail, filing, document prep, calendar updates, and dog tag registration, contributing to smooth office operations.

Qualifications

• Strong communication skills, both verbal and written.
• Customer service orientation with professional client interaction.
• Multitasking capabilities while maintaining organization.
• Attention to detail in data entry, scheduling, and documents.
• Basic office software competency (Microsoft Office).
• Professional appearance and demeanor in a front-desk role.
• Ability to update the website calendar and events.
• Recordkeeping and routine clerical processes including dog tag records.

Responsibilities

• Greet clients, visitors, and employees; direct to appropriate departments.
• Answer calls and emails; provide information and transfer when needed.
• Coordinate meetings and calendar; manage room bookings.
• Handle mail, files, and document preparation for staff and members.
• Process dog tag registrations and maintain records.
• Monitor office supplies; assist with event setups and refreshments.

Skills

Strong communication

Customer service

Multitasking

Attention to detail

Office software

Web management

Recordkeeping

Time management

Education

High School Diploma or equivalent

Tools

Microsoft Office

Website management

Job description

On Call General Clerk

Department: Administration

Classification/Level: CA-2

Employment Status: Casual On Call

Salary: CA-2 ($19.20-23.47)

Reporting Relationship: Works under the direction and guidance of the Office Administrator.

Position Summary

The General Clerk serves as the receptionist at MFN Administration Building providing essential administrative support while acting as the first contact that clients and visitors interact with. The individual in this role is responsible for ensuring smooth office operations, delivering excellent customer service, and handling various clerical tasks with efficiency and professionalism. This includes greeting visitors, managing communications, scheduling appointments, and handling documents and data entry.

Essential Functions

Reception Duties

• Greet clients, visitors, and employees in a courteous and professional manner.
• Direct visitors to the appropriate departments or individuals.
• Answer phone calls, emails, and other inquiries, providing general information and transferring calls as necessary.
• Manage meeting room bookings and assist with coordinating appointments or schedules.
• Ensure the reception area is tidy, welcoming, and well-organized.
• Maintain front desk security as part of health and safety measures, ensure the building is secure at closing of office hours (walk through building) prior to leaving for the day.

Administrative Support

• Handle incoming and outgoing mail, packages, and deliveries.
• Maintain filing systems (physical and electronic), ensuring records are up-to-date and accessible.
• Assist with document preparation, including typing letters, reports, or forms for staff and members.
• Process dog tag registrations for the community, ensuring all records are accurate and updated.
• Monitor and replenish office supplies, including kitchen ensuring stock levels are adequate.
• Coordinate office activities, including meeting arrangements, conference room setup, or event coordination.
• Assist with meeting set up with required supplies, food and beverages.
• Compile timesheet data and process for administration.

Communication

• Serve as the point of contact for employees, clients, and external vendors.
• Communicate effectively with internal teams, assisting with basic inquiries or redirecting to the right personnel.
• Update and maintain the internal phone and contact directories.
• Be the point of contact to maintain and update the calendar of events for the website, ensuring it is accurate and reflects all upcoming activities.

Customer Service

• Provide excellent customer service, addressing visitor needs, questions, and concerns promptly and professionally.
• Ensure a positive first impression of the organization by maintaining a friendly and approachable demeanor.

Additional Clerical Tasks

• Process incoming and outgoing mail, manually or electronically.
• Photocopy and collate documents for distribution, mailing, and filing.
• Prepare reports from manual or electronic files, inventories, mailing lists, and databases.
• Send and receive messages and documents using fax machine or electronic mail.
• Perform bookkeeping tasks such as preparing invoices and purchase orders.
• Sort, process, and verify applications, receipts, expenditures, forms, and other documents.
• Key in, edit, proofread, and finalize correspondence, reports, statements, invoices, forms, presentations, and other documents from notes.
• Order office supplies, service office equipment, and arrange for servicing in the case of major repairs.

Qualifications

• Strong Communication Skills: Clear, professional verbal and written communication.
• Customer Service Orientation: Ability to handle inquiries, provide assistance, and manage client interactions courteously.
• Multitasking: Ability to handle various tasks simultaneously while maintaining a high level of organization.
• Attention to Detail: Accuracy in data entry, document preparation, and scheduling.
• Basic Office Skills: Competence with office software (e.g., Microsoft Office), phone systems, and general office equipment.
• Professional Appearance: Ability to maintain a neat, approachable, and professional appearance at all times.
• Web Management: Ability to update and maintain the calendar of events on the website, ensuring all information is timely and accurate.
• Recordkeeping: Ability to handle specialized registration tasks like dog tag processing, ensuring proper records and compliance to work weekends and morning and afternoon shifts if required.

Educational Requirements

• High School Diploma or equivalent required. Previous administrative, customer service, or clerical experience preferred.
• Experience with website management or calendar updates is an asset.

Other

• Excellent time management and organizational skills
• Understanding and fluency of Anishinabek language is a strong asset or a willingness to learn
• Must be flexible to work long hours in peak periods, evenings and weekends as required
• Understanding and fluency of Ojibwe is an asset
• Knowledge of Anishinaabe culture, traditions, customs, and practices
• Ability to work with minimal supervision
• Must have or be willing to obtain Standard First Aid and CPR Certification
• CRC is required, current thirty (30) days original or certified copy

Criminal Reference Check (CRC) Rationale

M’Chigeeng First Nation is in a position of trust to its band members and is committed to providing a safe and secure work environment. Applicants must have record clear and/or dated of convictions relating to fraud, drugs, assault, and theft. The CRC must be current (30 days) and must be an Original.

Preference will be given to Anishinabek people.