Receptionist

Tohono O'odham Nation; Sells (AZ); On-site; USD 34,000 - 42,000; Full time

Job summary

The Tohono O'odham Nation in Sells, AZ is seeking a courteous Receptionist/Administrative Assistant to join its team. Under close supervision, you will handle a multi-line switchboard, greet visitors, and provide general office support ensuring timely, accurate service.

You will also manage mail, schedule appointments, maintain supplies, and assist staff with clerical tasks while following established procedures and safety requirements. Strong communication and organization are essential.

Qualifications

• High School Diploma or GED required.
• Three months experience in customer service.
• Criminal background check required after hire.
• Valid driver's license may be required depending on department needs.
• Fluency in Tohono O'odham language may be required.

Responsibilities

• Answer telephone, screen and direct calls, and relay messages.
• Provide information to callers and walk-ins; greet visitors.
• Handle mail, faxes, and office supplies.
• Schedule appointments and maintain calendars.
• Maintain reception area and office equipment; organize meetings.
• Perform general clerical tasks and support staff as needed.

Skills

Multi-line phone

Typing 20 WPM

Grammar & spelling

Math basic

Education

High School Diploma or GED

Tools

Microsoft Word

Excel

Database software

Job description

The position is located in Sells, AZ.

Position Summary

Under close supervision, provide customer services answering a multi-line switchboard; route and screens calls; and monitors visitor access. Receives and sorts outgoing/incoming mail, delivers facsimiles.

The work is normally reviewed in progress and upon completion of each assignment to ensure accuracy, timeliness, and conformance to established standards; most aspects of the work tasks are covered by detailed instructions or procedures.

Essential Duties and Responsibilities (Depending on area of assignment, incumbent may not be required to perform some of the duties listed below):

• Answers telephone, screens and directs calls; records and relays messages.
• Provides information to callers and walk-ins.
• Greets and directs persons entering the office.
• Deals with inquiries from the public.
• Ensures knowledge of staff movements in and out of the office.
• Provide general administrative and clerical support to staff;
• Prepares letters and other documents.
• Sends faxes, and retrieves, logs and distributes incoming faxes.
• Orders, receives and maintains office supplies.
• Receives and sorts mail and deliveries.
• Schedules appointments; and updates appointment calendars.
• Maintains appointment diary either manually or electronically.
• Maintains phone system, fax machines and other office equipment; calls for office equipment repairs, when needed.
• May organize meetings.
• Organizes and maintains the reception area; and updates the bulletin boards.
• Performs other job related duties as assigned.
• Contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of the Tohono O'odham Nation's policies and procedures of the Executive Branch.
• Knowledge of general office procedures, methods and equipment.
• Knowledge of public relations/customer service principles, practices and techniques.
• Skill in answering and directing a multi-line telephone system.
• Skill in typing and basic computer word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers.
• Ability to handle multiples tasks and meet deadlines.
• Ability to exercise independent judgment.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to work extended hours and various work schedules.
• Ability to travel the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications

High School Diploma or General Education Diploma and three months experience in customer service.

Licenses, Certifications, Special Requirements:

• Must type 20 WPM.
• Must demonstrate forty percent proficiency in grammar, spelling, and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.