Receptionist - Site

California Tribal TANF Partnership; Northern (KY); Hybrid; USD 28,000 - 38,000; Full time

Job summary

California Tribal TANF Partnership seeks a Receptionist to greet visitors and route calls, handle mail, and support staff across daily operations.

The role requires a high school diploma and at least one year in an office/secretary position, plus strong Microsoft Office skills and a California driver’s license. The incumbent will work independently, multitask, and maintain organized records to help keep the office efficient and welcoming.

Qualifications

• High School Diploma or equivalent and one year of experience in secretary capacity.
• Current California driver’s license.
• Knowledge of Microsoft Office Suite of Business Applications, including word processing software, database software, and internet software.
• Must be able to work independently.
• Must be able to multi-task.
• Possesses good editing and writing skills.
• Ability to listen well and attain clarification when necessary.
• Ability to communicate clearly and informatively.
• Highly organized and efficient.
• Ability to complete administrative tasks correctly and on time.
• Ability to prioritize and plan work activities, using time effectively.
• Ability to arrange complex schedules.
• Ability to follow policies and procedures.
• Ability to approach others in a tactful manner.
• Ability to react well under pressure.
• Ability to treat others with respect and consideration, regardless of their status or position.
• Ability to accept responsibility for own actions and follow through on commitments.
• Ability to demonstrate accuracy and thoroughness and apply feedback to improve performance, while monitoring own work to ensure quality.
• Ability to maintain consistent attendance and punctuality.
• Ability to ensure work responsibility is covered when absent, and arrive at meetings and appointments on time.
• Ability to follow instructions, and respond well to management direction.

Responsibilities

• Answer telephone and direct calls.
• Take messages correctly and distribute to appropriate person.
• Collect mail, distribute mail, and mail all correspondence given by staff.
• Type letters, correspondence, etc., for Site Manager and Caseworkers, as needed.
• Send faxes for staff and deliver incoming faxes to the appropriate person.
• Make photocopies.
• File information in appropriate files.
• Distribute information to appropriate person in a timely manner.
• Responsible for general office duties.
• Assist staff when requested.
• Transport participants when necessary.
• Perform janitorial duties to keep the office clean and safe.
• Provide assistance with case files as needed.
• Performs other duties as assigned.

Skills

MS Office

Communication

Multitasking

Organizational skills

Attention to detail

Independent work

Punctuality

CA driver’s license

Education

High School Diploma

Job description

Description

The Receptionist will be responsible for greeting and directing visitors to appropriate personnel, answering phones and directing calls to the appropriate employee. This position shall be responsible for distributing mail and messages to the correct personnel.

SUMMARY

ESSENTIAL DUTIES & RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Answer telephone and direct calls.
• Take messages correctly and distribute to appropriate person.
• Collect mail, distribute mail, and mail all correspondence given by staff.
• Type letters, correspondence, etc., for Site Manager and Caseworkers, as needed.
• Send faxes for staff and deliver incoming faxes to the appropriate person.
• Make photocopies.
• File information in appropriate files.
• Distribute information to appropriate person in a timely manner.
• Responsible for general office duties.
• Assist staff when requested.
• Transport participants when necessary.
• Perform janitorial duties to keep the office clean and safe.
• Provide assistance with case files as needed.
• Performs other duties as assigned.

Requirements

KNOWLEDGE & SKILL REQUIREMENTS

• High School Diploma or equivalent and one year of experience in secretary capacity.
• Current California driver’s license.
• Knowledge of Microsoft Office Suite of Business Applications, including word processing software, database software, and internet software.
• Must be able to work independently.
• Must be able to multi-task.
• Possesses good editing and writing skills.
• Ability to listen well and attain clarification when necessary.
• Ability to communicate clearly and informatively.
• Highly organized and efficient.
• Ability to complete administrative tasks correctly and on time.
• Ability to prioritize and plan work activities, using time effectively.
• Ability to arrange complex schedules.
• Ability to follow policies and procedures.
• Ability to approach others in a tactful manner.
• Ability to react well under pressure.
• Ability to treat others with respect and consideration, regardless of their status or position.
• Ability to accept responsibility for own actions and follow through on commitments.
• Ability to demonstrate accuracy and thoroughness and apply feedback to improve performance, while monitoring own work to ensure quality.
• Ability to maintain consistent attendance and punctuality.
• Ability to ensure work responsibility is covered when absent, and arrive at meetings and appointments on time.
• Ability to follow instructions, and respond well to management direction.

WORKING CONDITIONS

• Requires working indoors in environmentally controlled conditions.
• Requires sitting 6-8 hours per day.
• Requires occasional driving participants’ homes for site visits.
• Requires contact with others (face-to-face, by telephone, via e-mail, or through correspondence).
• Requires attention to detail and intense concentration.
• Requires work with others in a group or team.
• Requires meeting strict deadlines.

OTHER

• Experience working with Tribal People helpful.
• Work hours may vary.
• CTTP conducts a pre-employment criminal background check and drug test, and random or for-cause drug testing thereafter.
• CTTP complies with the Indian Preference Act.