Reception and Communications Coordinator

Port Gamble S'Klallam Tribe; United States; On-site; USD 32,000 - 52,000; Full time

Job summary

Port Gamble S'Klallam Tribe is seeking a dependable receptionist to coordinate in-person, written, and verbal communication between Tribal Government, staff, and the community. The role supports Executive and Administrative staff, greets visitors, manages calls at the Tribal Center, and handles media communications.

This position supervises front desk staff, maintains staff schedules, updates the Tribal Website with minutes and memos, and assists with meeting prep and public relations tasks.

Qualifications

• Education: High School Diploma or GED and an Associates degree are required.
• Minimum of 1 year in a customer service role with diverse needs.
• Proficiency in Microsoft Office and typing skills.

Responsibilities

• Oversee front desk operations and reception area.
• Coordinate communications between Tribal Government, staff and community.
• Maintain electronic and paper filing systems; prepare documents and reminders.
• Assist Executive staff with meeting preparation and follow-up.
• Support public relations tasks and staff scheduling where needed.
• Travel locally or statewide as required.

Skills

Customer service

Writing experience

MS Office

Typing skills

Education

High School Diploma or GED

Associates degree

Job description

The purpose of this position is to coordinate in person, written and oral communication between Tribal Government and staff as well as the outside community. This person should be dependable, well-spoken, and highly motivated. The duties will include assisting the Executive and Administrative staff to stay informed, receive visitors and telephone callers at the Tribal Center, manage communication through various media outlets; and to perform a variety of administrative duties to support office staff. This person is the direct report of and is supervised by the Executive Services Assistant.

Supervision:

• Oversees day-to-day supervision of front desk staff.
• Takes a lead role in all things communications and reception area.
• Plans and implements improvements to all areas identified by Executive Assistant and Executive Director.
• Addresses internal staff conflicts related to coordination.
• Maintains staff schedule and manages use of on call as appropriate.
• Reports issues outside of normal functioning levels along with possible solutions to Executive Assistant,
• Supervises, monitors, and evaluates the work and performance of administrative assistant and front desk on call staff.
• Provides staff with feedback, coaching, mentoring and on-the-job guidance on administrative issues.
• Responsible for challenging and developing employees. Effectively embraces the diversity of skills and leverages and improves the skills of all direct reports.

Communications Management:

• Update the Tribal Website with Council Minutes, Resolutions, and Community Memo on a regular basis.
• Publish Tribal Council meeting agendas in prominent locations and e-mail to all staff.
• Review and approve registration membership for Website and maintain/monitor room reservation system .
• Prepare weekly memo for printing and distribution by hand delivery and email.
• Work in coordination with Safety Coordinator in the Rave texting program to the staff and community.
• Oversees the Port Gamble S’Klallam Tribal smartphone app coordinating with Native Reach.
• Manages the Port Gamle S’Klallam Tribe social media platforms.

Administrative Support:

Support to the Tribal Council and Executive staff will be given as needed.

• Learn and maintain electronic filing.
• Copy, fax, and scan documents for staff and visitors.
• Collect required signatures for documents, send emails, and meeting reminders.
• Help prepare for meetings include setting up maintenance, finding a cook and any paperwork or supplies needed.
• Assist Executive Assistant in preparation and follow up of Tribal Council meetings including bi-annual General Council meetings.
• Assist with public relation tasks, in coordination with Public Relations lead staff.

Daily Reception duties:

• Reception duties will be performed in a professional and polite manner and direct where appropriate.
• Always maintain a tidy space and ensuring a safe reception area.
• Maintain room reservation system and key system.
• Prepare all outgoing mail and route incoming mail and in-coming faxes.
• Maintain general supplies for copier, printer, fax, and postage machines.
• Help prepare for staff and community events.
• Maintain complete file system for outside applications such as DSHS, Commodities, etc.
• Secure Main Tribal Center at end of day by locking doors, turning off lights and emptying coffee/water carafes.
• Other duties as assigned.

Qualifications:

• Education: High School Diploma or Graduate Equivalency Degree (G.E.D.) required. Associates degree required.
• Experience: At least one year of experience in a customer service environment with constant and diverse needs. Previous writing experience related to newspaper, memo, and corresepondance. High proficiency in Microsoft office and typing skills.
• Licensing/Certification: Must have a valid Washington State Drivers License. Must be willing to acquire becoming a licensed notary.
• Personal Skills: Strong customer service skills, excellent manners, and strong initiative to help. This person must be able to provide problem solving recommendations and adapt quickly to change. Must be willing to learn about various departments and be resourceful to help solve problems. Ability to work well with other Tribal staff and maintain positive public relations within and outside the community. Confidentiality is a must.
• Computer Skills: Basic personal computer skills are required. Proficient in Microsoft Office programs is preferred as well as the ability to quickly learn electronic filing and other software programs.

Requirements:

• Maintain a professional appearance and personal hygiene.
• Regularly required to finger, handle, reach with hands and arms
• Frequently required to walk, sit, stand
• Occasionally required to lift and/or move up to 25 pounds
• Normal audio and visual acuity

Travel Requirements:

• Local, Statewide, and out of state travel may be required.