TRIBAL RECEPTIONIST – OFFICE ASSISTANT - FULL TIME EMPLOYMENT

Under the general supervision of the Tribal Administrator and direct supervision of the Administrative Assistant/Benefits Coordinator, the Tribal Receptionist – Office Assistantmanages the reception area to ensure effective telephone and mail communication both internally and externally to maintain professional and courteous interactions with our tribal staff, clientele and members of the community. They are also responsible for the oversight and coordination of front office administrative and reception functions for the Tribal Administration offices.

Primary Duties, Responsibilities, and Tasks:

• Punctual arrival to open the Tribal Hall at 8:00 am for community members, visitors and staff.
• Answers incoming telephone calls; returns calls; retrieves and forwards voice mails and messages; greets, directs and assists guests; faxes and distributes transmittals to appropriate departments; manages general information inbox and forwards e-mail messages to proper departments.
• Maintains procedure documents for office equipment in copy room; arranges maintenance of office equipment as needed; updates Tribal Hall calendar for business events and books Tribal Hall for tribal member’s events.
• Responsible for upkeep of break room coffee and supplies; stocks copy rooms and maintains an inventory of office supplies; keeps all equipment operational and copiers full of paper at all times.
• Prepares and sends out all Tribal Member correspondence, bulk mailings, Fed Ex packages, and sorts/distributes staff mail.
• Delivers/retrieves documents or information packets to community officials; issues, retrieves and logs DMV registration renewal forms; retains local newspaper clippings of tribal publicity; assists the Ballot Committee as needed.
• Support staff to all departments and activities when needed.

JOB REQUIREMENTS:

Required Qualifications:

• High School diploma or GED certificate.
• Associates Degree preferred.
• One year experience managing a reception desk, including managing incoming calls.
• Two years’ experience performing clerical and administrative work.
• General computer proficiency, including Microsoft Office products, e-mail, and Internet.
• Knowledge of use and operation of standard office equipment.
• Proficient in 10-key and other office equipment preferred.
• Excellent phone etiquette.
• Must be able to maintain high levels of confidentiality, and handle sensitive and confidential situations with discretion.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Outstanding customer service skills.
• Excellent interpersonal skills with demonstrated patience and tact.
• Exceptional detail and follow-up skills.
• Multi-task oriented.
• Ability to work independently.
• Must have a valid California Driver’s License.
• Native American hiring preference applies.

Physical Requirements of the Position:

The physical demands described here are representative of those that must be met by the Team Member to successfully perform the essential functions of this job.

• Clear vision (close, distant, peripheral, and depth perception) is needed for navigating office environments, reading and reviewing reports and policies, operating data processing equipment and other essential job functions.
• While performing the duties of this job, the Team Member is regularly required to talk and hear.
• The Team Member is frequently required to sit and use hands to manipulate, handle, or feel.
• The Team Member is required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• The Team Member must occasionally lift and/or move up to 30 pounds.

Working Conditions:

• The Team Member is usually subject to inside environmental conditions, which provide protection from weather conditions, but not necessarily from temperature changes.
• The Team Member is occasionally subject to outside environmental conditions and to wet and/or humid conditions.
• The noise level in the work environment is usually moderate.

Other Information:

• This job description does not list all the duties of the job. You may be instructed by management to perform other tasks or functions.
• You will be evaluated in part based upon your performance of the tasks listed in this job description.
• Management has the right to revise this job description at any time.