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Receptionist - General

Job Description

Term - 6 Months with possible extension

GENERAL DESCRIPTION:

The Receptionist operates and maintains the reception area with a focus on answering and directing all incoming calls/inquiries for the Blood Tribe Land Management (BTLM) Department, takes, records and delivers messages, refers clients to the appropriate BTLM employee, records and distributes all incoming mail and records and prepares all outgoing mail.  The incumbent performs routine clerical duties in a careful, thorough and industrious manner.

ORGANIZATIONAL RELATIONSHIPS:

-            Reports directly to the Office Manager.

AREA OF SUPERVISION:

-            Positions which generally report to Receptionist include:   NONE

MAJOR DUTIES AND RESPONSIBILITIES:

• Performs all duties and responsibilities in accordance with the Blood Tribe Administration Policies and Procedures and the Blood Tribe Land Management Department Policy Manual.
• Operates the switchboard for the Land Management Department and directs the calls to the requested or appropriate employee, taking messages for employees when necessary and ensures they receive the messages promptly (email and/or delivery of message).
• Documents all incoming calls and public entering the Land Management Department and enters information onto Land Management database for quarterly statistical reports which are provided to the Office Manager.
• Records and distributes all incoming mail, and records, prepares and mails all outgoing mail in a timely manner.
• Records and sends all correspondence, emails, and faxes, for the Land Management Department and records and delivers incoming mail and delivers to the appropriate Land Management Department employee.
• Assists the Office Manager and the Administrative Assistant in maintaining the central/land occupant filing system for the Land Management Department by opening and closing files and re-categorizing as necessary.
• Greets clients and public (on the telephone or entering the Land Management Department) in a courteous and professional manner.
• Assists clients and the public in contacting the appropriate or requested employee.
• Types and photocopies letters, memorandums and other materials as requested by the Office Manager.
• Assists Office Administrative staff with Laser Fiche scanning and electronic filing of central/land occupant files, incoming and outgoing correspondence, etc.
• Assists individuals coming into Land Management Department with the completion of basic forms (such as Blood Tribe Land Occupant Information forms) as required.
• Books appointments for Land Management Department employees as requested.
• Other related duties as assigned.

NECESSARY KNOWLEDGE, ABILITIES AND SKILLS:

• Must be able to deal diplomatically and professionally with staff and general public.

• Excellent telephone etiquette.

• Must have excellent verbal communication skills.

• Must possess excellent interpersonal skills.

• Must have good organizational skills.

• Must have excellent listening skills.

• Excellent Computer knowledge, Microsoft Office, Excel etc. And other related software material to effectively carry out the daily duties.

• Must have the professional ability to work under pressure.

• Must be consistent and reliable.

• Maintain confidentiality in the workplace.

• Must be a Team player.

• An ability to communicate effectively in Blackfoot would be considered an asset.

Qualifications

NECESSARY TRAINING AND EXPERIENCE:

• The Ideal Candidate must have a Certificate in Office Administration with a minimum of three years related work experience

• Must have a valid driver’s license with a reliable mode of transportation

How to Apply

Closing Date