Administrative Receptionist

Job Identification:

Position Title:

Administrative Receptionist Status:

Non-Exempt

Location:

Quapaw Nation Department:

Administration

Reports to:

Executive Director of Tribal Member Services

Work Schedule:

Full-Time Safety Sensitive:

Yes
* Driver’s License

Required:

Yes

Position Summary:

This position is responsible for the professional and efficient management of visitors, assisting and referring Quapaw Nation Members to the appropriate service, responding to telephone calls and messages, assisting Tribal Members needing departmental assistance from various departments, and various clerical duties that support Quapaw Nation Tribal Member Services.

Essential Job Functions:

Greet Tribal Members, visitors, and guests in a courteous, professional, and helpful manner.

Respond promptly to telephone calls and visitor inquiries and direct individuals to the appropriate departments and services.

Operate telephone and voicemail systems to receive, route, transfer, and document calls and messages in a professional and timely manner.

Maintain professional demeanor and positive working relationships with Tribal Members, guests, employees, and the public.

Ensure knowledge of staff whereabouts and maintain accurate and complete sign-in/sign-out procedures for on-site staff and guests.

Ensure the reception station is always staffed.

Maintain visitor and employee logs.

Understand and respect the cultural practices and protocols of the Nation.

Schedule meetings, appointments, and room reservations on appropriate calendars for Tribal Members, designated employees, and the Executive Director of Tribal Member Services.

Maintain knowledge of current postal regulations and services frequently used by the organization.

Process incoming and outgoing mail, including date stamping, sorting, distributing, weighing, coding, affixing postage, preparing certified and overnight mail, maintaining tracking records, and operating the postage system.

Deliver mail to the post office in a timely manner.

Receive and sign for deliveries and notify appropriate recipients.

Maintain office supplies and performs general clerical and administrative duties, including typing, filing, proofreading, data entry, and records maintenance.

Keep the immediate supervisor informed of activities, results of efforts, and identified or potential problems.

Maintain confidentiality of Tribal Member, employee, fiscal, personnel, and other sensitive organizational information.

Report to work regularly and on time.

Performs other duties as assigned by the Executive Director of Tribal Member Services.

Non-essential

Job Functions:

Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.

Perform other related duties as assigned.

Job Specifications:

Knowledge, Skills and Abilities:

Excellent written and verbal communications skills.

Ability to maintain a high level of confidentiality.

Ability to read and comprehend simple instructions, short correspondences, and memos.

Ability to write simple correspondences.

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to deal with problems involving a few concrete variables in standardized situations.

Proficient in Microsoft Office applications, including Word, Excel, Outlook, and related office software.

Must successfully pass a tribal background investigation and drug screening.

Must maintain a valid driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Experience:

One (1) to two (2) years of related experience and/or training, or an equivalent combination of education, training, and experience.

Education:

High school diploma or equivalent is required.

Associate degree or equivalent from a two-year college or technical school preferred.

Physical Abilities:

Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.

Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 50 pounds.

Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.

Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.

Working Conditions:

Must…