TSS Receptionist

Kickapoo Traditional Tribe of Texas; Eagle Pass (TX); On-site; USD 28,000 - 38,000; Full time

Job summary

Kickapoo Traditional Tribe of Texas is seeking a Receptionist to greet visitors, answer phones, screen calls, and relay messages.

The role supports the Tribal Education Administration by providing information to employees, applicants and vendors while maintaining a welcoming front office environment.

Qualifications

• Minimum of 30 college credit hours with emphasis on education or a related discipline, or at least two years in a professional or customer service environment.
• Preferred: Associate’s degree in office administration, education, or related field.
• Knowledge of school district policies, procedures or terminology is a plus.

Responsibilities

• Greet visitors, answer the telephone, screen/direct calls, take and relay messages.
• Provide information to employees, applicants and vendors.
• Adheres to COVID-19 Protocols with regard to visitor and staff greeting.
• Provide excellent customer service.
• Answer telephone, screen and direct calls, provide basic information.
• Greet and assist visitors entering the organization.
• Coordinate front office supplies and filing systems.
• Maintain appointment calendars and prepare correspondence.

Skills

Customer service

Organizing and planning

Attention to detail

Bilingual English/Spanish

Professional presentation

Initiative

Reliability

Math/basic arithmetic

Education

Associate’s degree in office administration/education or related field

30 college credit hours preferred

2+ years experience in professional/customer service

Tools

Office software (MS Office)

Job description

In House Only Applicants (Tribal Members and Employees currently working within a Kickapoo Entity)

Position: Receptionist

Supervisor: Program Director

Division: Tribal Education Administration

Department: Tribal Education

Responsibilities

Greet visitors, answer the telephone, screen/direct calls, take and relay messages. Provide information to employees, applicants and vendors.

Adheres to COVID-19 Protocols with regard to visitor and staff greeting

Essential Duties and responsibilities include the following:

• Responsible for providing excellent customer service.
• Answer telephone, screen and direct incoming phone calls while providing basic information when needed.
• Take and relay messages effectively and accurately.
• Greet, welcome, direct, and assist visitors entering the organization.
• Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
• Transfers phone calls to designated departments after the appropriate screening process has been followed.
• General administrative and clerical support such as, filing, photocopying, faxing etc.
• Receive and sort daily mail and deliveries.
• Schedule, maintain, confirm and update appointment calendars when requested.
• Maintain appointment diary either manually or electronically.
• Prepare and manage correspondence, reports and documents.
• Organize and coordinate meetings, conferences, travel arrangements internal and external events.
• Post Information and Flyers approved by Administration.
• Set up and maintain filing systems.
• Maintain databases up to date in the information and bulletin boards as assigned.
• Communicate verbally and in writing to answer inquiries and provide information.
• Coordinate the flow of information both internally and externally.
• Responsible for creating front office supply order and relaying information to the appropriate parties for ordering.
• Manage the office space keep tidy and well maintained.
• Responsible for helping maintain clean and orderly work rooms and ensure all center copiers have paper every morning.

Knowledge, skills and abilities for the position:

• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software applications.
• Knowledge of customer service principles and practices.
• Keyboard skills.
• Positive attitude.
• Professional personal presentation.
• Customer service orientation.
• Organizing and planning.
• Must have initiative.
• Must be reliable.
• Stress tolerance.
• Mathematics: Ability to perform simple arithmetic for time-keeping and counting calculations.
• Language & Communication: Ability to read, write, speak and understand English and Spanish, and communicate effectively with others.
• Ability to understand and follow written and verbal direction.
• Attention to detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Ability to exercise independent and sound judgment.
• Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life.

Supervision exercised:

This position does not carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Education/experience requirements:

Minimum Qualifications: A minimum of 30 college credit hours with an emphasis on education or a related discipline is preferred, or alternatively, at least two years of experience in a professional or customer service environment.

Preferred Qualifications: Associate’s degree in office administration, education, or a related field. Previous experience working in a school or educational office setting. Knowledge of school district policies, procedures, or terminology.

Native American preference is observed:

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.