Receptionist - Benodjenh

SUMMARY

To serve as office manager, provide secretarial and receptionist duties for all programs in the Benodjenh Center. Be responsible for all incoming/outgoing mail. Assist with typing for letters and reports, filing, and data entry. General duties of secretary/receptionist.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To report to wok promptly as scheduled by your supervisor.
• To comply with all GTB policies and procedures.
• Answer daily incoming calls, monitor voice mail and direct visitors, clients, and guests to appropriate personnel. Includes documenting and delivering all messages and contacts from parents.
• Assist programs in the institution and maintenance of applicable filing systems.
• Maintain in/out schedules/itineraries of personnel housed in the office.
• To ensure that employees in building use the sign in/out sheet each day.
• Schedule appointments and building usage with department manager and other staff as needed.
• Maintain current mailing list of agencies, clients.
• Ensure mail is correctly processed and given to the appropriate person(s).
• Maintain copier, fax and other machines.
• Will be responsible for forwarding mail through mail route system.
• Will be responsible to know all cell phone numbers associated with Benodjenh Center staff including bus cell phone numbers.
• Become knowledgeable of all GTB service programs and make referrals as necessary.
• Assist in preparation of correspondence and reports for all programs; assist with mailings as requested.
• On site monitoring for maintenance worker to ensure building is maintained including submitting all work orders and ensuring they are completed.
• Keep maintenance records and warranties of all building office machines, telephone system, appliances and equipment.
• Responsible for building recycling efforts.
• Maintain office supplies, including the rooms/areas they are located.
• Be available for training to update skills and other skills necessary for growth of the position.
• Collect Weekly Time Sheets from each employee in building.
• Contact immediate supervisor when employees go home for illness, personal leave, or vacation time.
• Accept applications, set up and maintain children and family files for child care and CCDF. Includes child contact sheets in the Child Care room.
• Maintain daily sign in sheets for Child Care and complete billing on a weekly basis.
• Collect payments and turn into accounting as received. Also assist parents in paperwork for payroll deduction.
• Collecting outstanding bills, which can include submitting paperwork for per capita garnishment.
• Calculate and submit State Child Care payments on a bi-weekly basis.
• Set up and assist in maintaining all program books.
• Keep minutes from monthly department staff meetings.
• Occasionally give breaks or assist in the classroom or on the bus.
• Other duties as assigned by your supervisor that relate to the overall coordination of events impacting the area.

OTHER SKILLS AND ABILITIES

• Must have excellent interpersonal skills.
• Must be able to effectively communicate with children, families and co-workers.
• Must have good math skills.
• Typing speed of 45 WPM, computer skills in word processing, data entry. Windows 95 MS Word, and Excel
• Must have knowledge of taking and processing meeting minutes.
• Must be willing and able to complete Program Director Training, when it is offered again.
• CPR/First Aide Certified
• Obtain/maintain Notary Public status.
• Must be able to work well in crisis situations.

EDUCATION AND/OR EXPERIENCE

Associates degree in business preferred, but will consider someone with at least two years experience in office management or administration of federal programs

DRIVING REQUIREMENTS

• Must have a valid Michigan Driver's License and be insurable by the GTB Insurance carrier.
• Must have reliable transportation.

SUPERVISOR RESPONSIBILITIES

Will supervise children on occasion.

EQUIPMENT

General office equipment such as computers, copiers, fax machine, telephone, etc.

TYPICAL PHYSICAL DEMANDS

Physical demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job, which occasionally lifting children birth 5 years old. Must be able to work in child size furnishing and equipment. Sometimes also includes riding the bus or supervising on the playground. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TYPICAL MENTAL DEMANDS

Must be able to effectively handle stressful and compromising situations, while remaining focused and professional. Must be able to deal with difficult people without losing perspective. Must be able to work productively under strict time constraints with variable deadlines. Must be able to make quick, informed decisions.

WORKING CONDITIONS

Normal office and classroom environment

COMMENTS

Native American preference will apply. Current and former Early Head Start and Head Start parents must receive preference for employment vacancies for which they are qualified. Must be willing and able to pass a background investigation and drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through approved motion by Tribal Council. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Receptionist Benodjenh Jobs at Grand Traverse Band of Ottawa and Chippewa Indians