Receptionist - Satellite Office

SUMMARY

To provide receptionist duties to the Satellite Office site. Be responsible for all incoming/outgoing mail. Assist with typing letters and reports, filing, and data entry. To maintain telephone system, filing system in office and to assist community and GTB members with information as needed. General duties of secretary/receptionist as assigned by Supervisor as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To be present from 8:00 a.m. to 5:00 p.m., Monday through Friday
• To comply with all GTB policies and procedures.
• Answer daily incoming calls, monitor answering machines and direct visitors, GTB Members, clients, and guests to appropriate personnel.
• Maintain in/out schedules/itineraries of personnel housed in the office.
• Needs to ensure that employees in building use the sign in/out sheet each day.
• Schedule appointments and building usage with division manager and others as needed.
• Ensure mail is correctly processed and given to the appropriate person(s).
• Maintain current mailing list of agencies, and clients.
• Maintain postage, copier and fax machine.
• Maintain office machines, office supplies and supply room in Satellite Office Building
• Keep maintenance records and warranties of all building office machines, telephone systems, appliances, equipment, key-file and cleaning schedules.
• Will be responsible for forwarding mail through mail route system.
• 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.
• Responsible for building recycling efforts.
• Responsible for the On-Site Food Pantry, with inventory, reporting and purchasing of food items and maintain proper documentation.
• Responsible for monthly protocol for Tribal Council Regular and Special Session meetings for on-site set up with Polycom Livestream.
• Work with IT and Communications for Polycom Livestream.
• Training On-Call staff in procedures for Satellite Food Pantry and Polycom System.
• Be available for training to update skills and other skills necessary for growth of the position.
• Maintain highest level of confidentiality of all matters involved with GTB members, clients, staff and all related records.
• Other duties as assigned by your supervisor that relate to the overall coordination of events impacting the area.

OTHER SKILLS AND ABILITIES

• Must have good written and verbal communication skills
• Must have good time management and organizational skills.
• Must have good interpersonal skills with demonstrated patience, tact, and respect.
• Must have good detail and follow-up skills.
• Ability to effectively establish priorities and meet deadlines.
• Work requires proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook and other Microsoft office products and database applications.

EDUCATION and/or EXPERIENCE

High School diploma, GED and 1 year experience in office administration

SUPERVISORY RESPONSIBILITIES

Non

EQUIPMENT TO BE USED

Computers, Fax machines, modems, copiers, telephones, calculator, postage machine, Polycom Livestream Equipment.

TYPICAL PHYSICAL DEMANDS

Physical demands are that one must be able to sit at the work station, use the computer, bend, stoop, stand while copying, some lifting and pushing may occur while filing, or relocating files, climbing stairs to retrieve stored files may occur. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. No unusual exertion required

TYPICAL MENTAL DEMANDS

Must work well in crisis situations.

WORKING CONDITIONS

The work environment is a one-story office building, handicap accessible and climate controlled. Culture and traditional ways may be practiced, but such observation is not mandated or always visible to non-Natives. Non-traditional use of tobacco (smoking) is not permitted in the building. Designated smoking areas are outside. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a 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 motion with Tribal Council approval. 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 Satellite Office Jobs at Grand Traverse Band of Ottawa and Chippewa Indians