Receptionist

Ketchikan-Indian-Community; Ketchikan (AK); On-site; USD 36,000 - 48,000; Full time

Job summary

Ketchikan-Indian-Community is seeking a Receptionist to manage a multi-line switchboard, greet visitors, and direct them to the appropriate departments. The role includes clerical support, mail handling, scheduling, and maintaining a vehicle use logbook and room reservations.

The ideal candidate will have strong Microsoft Office skills, excellent communication, and the ability to handle multiple tasks with confidentiality and professionalism in a demanding office environment.

Qualifications

• Knowledge of reception protocols.
• Proficient in Microsoft Office.
• Strong organizational skills.
• Professional communication on the phone and in person.
• Ability to multitask effectively.
• Maintain confidentiality of all operations and staff information.

Responsibilities

• Manage a multi-line switchboard and relay calls to the appropriate departments.
• Greet visitors and determine visit purpose, directing or escorting as needed.
• Perform mail distribution, scheduling, and basic clerical tasks.
• Maintain vehicle use logbook and conference room scheduling.
• Support public relations and provide information to visitors, vendors, and tribal members.

Skills

Reception protocol

MS Office

Office organization

Customer service

Communication

Confidentiality

Independent work

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job SummaryThe Receptionist is responsible for the management of a multi-line switchboard by relaying incoming calls to appropriate departments. Greets the public, vendors, and employees, determines the purpose of the visit and directs or escorts him / her to appropriate location.Performs administrative and clerical support tasks including but not limited to: internal / external mail distribution, monitoring company vehicle usage and the 2960 Tongass Fifth Floor Conference Room meeting schedule. Performs other duties as assigned.ESSENTIAL JOB FUNCTIONSAdministrative SupportReceives mail, packages, and courier deliveries and arranges for pickup in a timely manner. Prepares outgoing mail for pickup on daily basis and assists with bulk mailing projects.Creates forms for different programs and staff business cards. Maintains adequate supply of all available program forms/applications to provide upon tribal member request.Responsible for company vehicle use logbook. Confirms "Driving Record Release" form has been completed with the Human Resource Department before issuing vehicle key to a regular / temporary employee.Maintains a scheduling book for those interested in reserving the 2960 Tongass 5th Floor Conference Room. Prepares monthly schedule on/before the 29th of each month for the following month to post outside the room.Public RelationsWelcomes and provides Information to visitors, vendors, and tribal members either in person or phone.Prioritizes all incoming calls and immediately refers the call to the appropriate personnel as needed.Attends and participates in appropriate administrative committee meetings. Teamwork's with other administrative staff in preparation, participation, and closure of public meetings.KNOWLEDGE, SKILLS, AND ABILITIESKnowledge of reception protocols;Knowledge and skilled in the use of Microsoft Office Suite.Skilled in office organization on minor to medium complexity tasks;Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both clients and coworkers);Ability to communicate professionally over the phone and in person in a positive and clear manner;Ability to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;Ability to recognize, identify, and resolve problems and issues without direct supervision;Ability to work independently;Ability to be flexible in order to perform at the highest level as a team player;Ability to take directions from supervisor and/or designee;Ability to maintain confidentiality of all KIC operations and staff.Physical Activities IncludeMust be able to hear. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to use hands to finger, handle or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to ten (10) pounds.Writing by hand and using a personal computer. Long hours in front of computer screen. Traveling occasionally to out-of-town meetings and functions.Working ConditionsWork is performed with limited storage, filing and workspace. People asking questions/directions frequently interrupt incumbent. Some work is performed in conference rooms and at photocopy/fax machineKIC COMPETENCIESCultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers, always talk and act with customers in mind; and recognize working colleagues as customers.Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writingResponsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.QUALIFICATIONSEducationHigh school diploma or equivalent required.ExperienceAn entry-level position, one-year experience in administrative / clerical field preferred. Motivation for professional and career advancement preferred.Any combination of related education and/or related experience will be considered if the candidate possesses the demonstrated ability.License(s)Possess current valid State of Alaska driver's license with a record acceptable to KIC's Insurance carrier.