Tribal Admin. Receptionist

San Felipe Pueblo; Northern (KY); Hybrid; USD 36,000 - 52,000; Full time

Job summary

San Felipe Pueblo is seeking a front desk/administrative assistant to support the Tribal Admin. Building under supervision of the Executive Admin. Assistant. Responsibilities include greeting visitors, managing calls, and coordinating calendars.

The role requires a High School Diploma or GED and knowledge of HIPAA-like confidentiality, using MS Office, and a customer-service mindset. Driver’s license is required; outdoor duties are minimal.

Qualifications

• Greeting visitors and directing to the correct person or office.
• Answering and managing phone calls, screening, and taking messages.
• Handling mail, deliveries, and filing systems (physical and digital).
• Scheduling appointments and managing staff calendars.

Responsibilities

• Greeting visitors and directing them to the appropriate person or office.
• Answering and managing phone calls, including screening and taking messages.
• Maintaining the office’s filing system and handling mail/deliveries.
• Scheduling appointments and meetings, and preparing meeting rooms.
• Responding to inquiries via phone, email, and in person.

Skills

Customer Service

Data entry

Phone etiquette

MS Office

Scheduling

Education

High School Diploma or GED

Tools

Microsoft Windows

Microsoft Excel

Microsoft Word

Outlook

Job description

The incumbent, in coordination, with and under the direct supervision of the Executive Admin. Assistant will assist with essential duties at the Tribal Admin. Building

Department:

Administration

Pay Grade:

DOE

FLSA:

Non-Exempt

Job Description:

This is a community-based position that serves residents of the Pueblo of San Felipe. The incumbent, in coordination, with and under the direct supervision of the Executive Admin. Assistant will assist with essential duties at the Tribal Admin. Building to meet the requirements and goals and objectives of the Pueblo of San Felipe.

Front desk and telephone reception

• Greeting and welcoming visitors and clients warmly and professionally.
• Directing visitors to the appropriate person or office.
• Answering and managing phone calls, including screening, directing calls to the correct party, taking messages, and answering general inquiries.

Administrative support

• Handling office correspondence, including incoming and outgoing mail and deliveries.
• Maintaining and managing the office’s filing system (both physical and digital).
• Performing data entry, typing memos, letters, reports, and other documents.
• Scheduling appointments and meetings, and managing calendars for staff or administration.
• Preparing meeting rooms and assisting with events or company functions.
• Responding to client and customer inquiries via phone, email, and in person.
• Addressing client concerns and redirecting issues to the relevant departments for resolution, while maintaining a professional and friendly demeanor.
• Processing bills, taking payments, and managing invoices, especially in client-facing businesses.

Office maintenance and management

• Maintaining a clean, organized, and presentable reception area.
• Monitoring office supplies, taking inventory, and placing orders when needed.
• Ensuring office security by following safety procedures, managing visitor logs, issuing badges, and monitoring access

Additional Responsibilities:

Incumbent is an individual knowledgeable about activities, programs and functions related to the programs at Pueblo of San Felipe.
This position description in no way states or implies that these are the only duties performed by this employee. He or she will be required to follow any other instructions or to perform any other duties requested by his or her supervisor.

Working Conditions:

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

Education:

• High School Diploma or GED or one-year related work experience.

Experience/Basic Knowledge:

• Individual must demonstrate skills working with confidential medical information. Specific qualifications include:
• Knowledge of rules and regulations governing medical records, protected health information (HIPPA) and the privacy act for confidentiality
• Knowledge of customs and mores of the San Felipe community and appreciation for the importance of traditional ways of lifestyle and language.
• Knowledge of or willingness to learn about the Microsoft operating system, i.e., windows, access, and excel.
• Customer Service with yearly Training.

Required Licenses/Certifications:

a valid State or Government driver’s license.

Physical Requirements:

Physical Demands require include the ability to work effectively in an office setting, to lift at least 40 lbs., to sit behind the desk for the majority of an 8-hour workday. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Preferences:

• San Felipe Preference
• English and Keres speaking preferred.

Supervision and Guidelines:

There is no supervisory responsibility associated with this position.