Govt. Administration - Receptionist

Sault Ste. Marie Tribe of Chippewa Indians; Sault Ste. Marie (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

The Receptionist, under the direction of the Administrative Manager, provides receptionist services; operates the central switchboard and serves as the first point of contact for the Tribal Administration Building. Responsibilities include greeting the public, routing calls, handling mail, and performing clerical tasks to support Administration Departments.

Strong customer service, confidentiality, and professional communication are essential.

Qualifications

• Must have at least 1 year of office experience.
• Ability to greet the public professionally.
• Strong written and spoken English.
• Ability to multitask and prioritize assignments.

Responsibilities

• Operates central switchboard for the Tribal Administration building and routes callers and announces visitors.
• Greet the public promptly in a warm, service-oriented manner and uphold the Tribe’s standards for customer contact.
• Provides front counter assistance and handles inquiries with courtesy and accuracy.
• Processes incoming and outgoing mail, logs and distributes mail, and handles bulk mailings.
• Performs clerical tasks such as filing, typing and preparing forms; supports other departments with copying and assembly.
• Operates office machines (fax, copier, calculator) and maintains equipment and supplies.
• Adheres to safety rules and supports compliance, monitoring, reporting and oversight over grants.

Skills

Customer service

Telephone switchboard

Typing

Office software

Education

High School Diploma or equivalent

Tools

Copier

Fax machine

Calculator

Computer terminal

Job description

POSITION SUMMARY:

The Receptionist, under the direction of the Administrative Manager, is responsible for providing receptionist services; telephone switchboard operator and mail clerk for the Tribal Administration Building and performs a wide variety of specialized clerical processing duties in support of the Administration Departments. The position serves as a first point of contact and receives and greets the public, determines the nature of business, routes callers and announces visitors.

ESSENTIAL FUNCTIONS: (includes, but is not limited to, the following)

• Operates central switchboard for the Tribal Administration building, receives and greets callers and visitors, routes callers and announces visitors to the proper persons and/or offices.
• Assures that the public is greeted in a prompt, warm, and service-oriented manner and the Tribe’s standards for customer contact and telephone are met.
• Provides general front counter assistance and customer service for the Administration Building. Service activities include, but are not limited to, direct and dealing effectively with agitated people to avoid conflicts, answering general questions and providing routine information in response to inquiries.
• Processes incoming and outgoing mail, including sorting, stamping, logging and distributing all postal and interoffice mail, facsimiles and express mailings. Stuffs, folds, separates, counts, labels and prepares bulk mailings.
• Performs simple recordkeeping tasks and other assigned clerical tasks such as filing, typing, preparing forms, assembling and distributing materials. Provides clerical support for other departments such as copying typing and assembling materials for distribution.
• Operates a variety of office machines, including facsimile, postage scale, postage meter, copier, typewriter, adding machine and computer terminal. Maintains office equipment and supply inventory for assigned area.
• Follows all applicable safety rules and regulations.
• Provides clerical support to those that ensure compliance, monitoring, reporting, and oversight over federal grants.

ADDITIONAL RESPONSIBILITIES: (includes, but is not limited to, the following)

• Portrays a professional administration image and for sustaining a productive work environment for the reception, mailroom and lobby area and adjacent offices.
• Maintains confidentiality regarding membership communications and related employment-based data, records, documentation, reports.
• Ensures work products meet quality and quantity standards by reviewing documents, reports, forms, records or other materials for satisfactory appearance, content completeness or accuracy.

CONTACTS:

Immediate peers, peers in other departments, immediate supervisor/manager, managers in other departments, executives, Board of Directors, customers and outside vendor/service providers, public officials, dignitaries, Tribal members and the general public.

PHYSICAL REQUIREMENTS:

Position sedentary primarily sitting and lifting a maximum of 10 pounds. Physical factors include constant use of hearing, typing; frequent sitting, use of near/midrange vision, field of vision, bending; occasional standing, walking, carrying/lifting, pushing/pulling, climbing, stooping, kneeling, crawling, reaching, manual handling, use of smell, far vision, depth perception, color vision. Working conditions include constant exposure to air quality, frequent exposure to noise and occasional exposure to weather and vibration. Potential hazards include constant computer use; frequent exposure to moving mechanical parts, occasional exposure to electric shock, high exposed places and equipment.

REQUIREMENTS:

Education: High School diploma or equivalent required.

Experience: Minimum of one year of office experience required. Previous clerical experience preferred.

Certification/License: Must comply with the Sault Tribe’s Drug-Free Workplace Policy which may include random drug tests.

Knowledge, Skills, and Abilities: Must be able to effectively deal with the public both in person and on the telephone. Ability to operate the central telephone switchboard is preferred. Must be able to process a variety of telephone calls with tact, diplomacy and discretion, and receive and give information over the phone or in person in a courteous manner. Must be able to speak in a clear, concise, well-modulated voice and compose basic correspondence, using correct English grammar, spelling and punctuation. Must have excellent public relation/customer service skills and be able to exhibit a friendly and positive attitude. Must be able to work with minimal to no supervision. Must be able to deal with problems involving variables in standardized situations and to successfully work with and serve a diverse local community. Working knowledge of standard practices of mail processing and routing preferred. Good organizational skills and ability to prioritize assignments preferred. Knowledge of word processing and spreadsheet and database software preferred. Must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and knowledge of standard office terminology. Must be able to establish and maintain effective communication with co-workers, supervisors and the general public. Must have working knowledge and be able to use office machines, such as calculator, copier, fax, printer and computer. Must maintain confidentiality. Native American preferred.

This job description outlines the general scope and level of responsibilities associated with the position. It is not intended to be an employment contract, nor does it represent a comprehensive list of all duties, responsibilities, or requirements. The Sault Ste. Marie Tribe of Chippewa Indians reserves the right to modify, add, reassign, or combine job duties or positions, in whole or in part, at any time.