Receptionist, Administrative​/Clerical

Purpose:

Provides reception and administrative support services to the various departments within Client Based Services Unit.

Receptionist Services

• Answers, screens and directs all incoming telephone calls and visitors to the appropriate department personnel.
• Records telephone messages and ensures they are forwarded to the appropriate department.
• Maintains a log for office personnel meetings, conferences/workshops, vacation, sick/personal days.
• Maintains reception and waiting areas.
• Maintains and updates a Reception Manual.
• Distributes documents, correspondence and mail to appropriate departments.

Administrative Support Services

• Distributes cheque for pick-up as required.
• Responds to requests for information from community members.
• Photocopies and carries out incoming/outgoing fax transmittals for office staff and clients when requested.
• Arranges for courier and special delivery services.
• Dates, stamps, logs and prioritizes incoming/outgoing mail.
• Maintains and updates the meeting board.
• Maintains agenda and scheduling of appointments as required.
• Types letters, reports, documents, statements and charts on request for office staff.
• Prepares responses to routine correspondence for office personnel.
• Keeps files up to date.
• Keeps track of meetings, conference calls and workshops.
• Ensures working order of office machines and maintains required supplies daily.
• Maintains the supply room and office supplies.
• Submits supply orders to Project Manager/Administrative Lead.
• Maintains kitchen supplies and prepares coffee daily.
• Ensures meeting rooms and kitchen are kept orderly.
• Collects, prepares and stores recycling material from the shredder, copy room, reception and kitchen areas for weekly pick-up.

To provide training to all temporary replacement trainees as required

• Provides training to temporary Receptionist to ensure they become familiarized with the reception standards.
• Ensures that the training procedures are performed with the utmost professionalism to allow for a positive work environment in the reception area.
• Evaluates temporary replacements trainees on the job and meets with Immediate Supervisor to discuss their potential.
• Schedules temporary replacements at reception as needed.

• DEP in Secretarial Studies plus one (1) year relevant experience in an office environment.
• OR High School Diploma, plus three (3) years relevant experience.

• Knowledge of general office operations and procedures.
• Strong receptionist skills.
• Sound administrative, secretarial, and organizational skills.
• Sound oral and written communication skills.
• Strong computer skills and proficiency in Microsoft Office.
• Comfortable multitasking and prioritizing tasks.
• Minute-taking skills.
• Ability to work under pressure and stress, associated with caller and visitor requests.
• Punctual.
• Knowledge and understanding of Kahnawà:ke community programs and services and how they function and interact with one another.
• Ensuring the continuous improvement of the organization.
• Conducts business with internal and external clients in a tactful, discreet and courteous manner.
• Maintains confidentiality.
• Adhere to the MCK Administration Manual-Personnel Policy and Kanien’kéha Language initiatives.
• Ability to communicate in the Kanien’kéha and French languages is an asset.
• The willingness to learn the Kanien’kéha language.

• Five-day work week in an office environment.
• Moderate to high stress associated with callers and visitors.
• Ability to work some overtime to meet deadlines.
• Flexibility with lunch hour to ensure continuous reception services.

Organizational events

Pension

Disability insurance

Employee assistance program

Extended health care (telemedicine, health professionals, etc.)

Life insurance

On-site parking

Wellness program

20 vacation days

15 wellness days

* Benefits evolve and can be subject to change.

• Ensure complete applications are submitted, including Letter of Intent and Resume. Incomplete applications may not be considered.
• Only candidates selected for an interview will be contacted.
• Preference will be given to Indigenous candidates.
• When adding attachments, please use PDF format. Any other formats may be blocked from our system.

ALL REQUIRED DOCUMENTS MUST BE SUBMITTED BEFORE THE DEADLINE FOR YOUR APPLICATION TO BE CONSIDERED