PURPOSE AND SCOPE
The First Nation Services Receptionist is the organizations first impression. This position is the first point of contact for the entire organization for anyone calling or visiting our organization.
Due to the nature of this position, the Receptionist is the conduit of information between visitors and callers and the organization’s staff. In that context, the Receptionist must be able and willing to interact professionally accurately and gracefully with everyone inside and external to the organization.
The First Nation Services Receptionist position is to assist and direct clients/visitors to the appropriate service providers.
The First Nation Services Receptionist performs varied information gathering and clerical functions to affect the smooth, complete, and accurate reception of all individuals coming to the Atikameksheng Anishnawbek Administration office.
In this position, the First Nation Services Receptionist will also perform support and backup for the processing of purchase orders and the distribution of cheques for appropriate authority’s signatures.
The First Nation Services Receptionist shall, in every aspect of their position:
Promote the Atikameksheng Anishnawbek’s Vision and Values Statements
Maintain the level of professionalism expected by the Atikameksheng Anishnawbek as outlined through the Policies and Procedures manual
Uphold the ethics of their position and the Administrative Services Team
In addition, the First Nation Services Receptionist will complete the following duties
Provide professional and courteous reception to clients/visitors accessing services and/or personnel within the Atikameksheng Anishnawbek organization.
Answer telephones and general inquiry emails as well as leaving voicemail messages and responses to email inquiries.
Refer incoming comments, questions, and/or concerns to the appropriate personnel or, if required, to off-reserve services.
Coordinates the pick-up of cheques
Contact and request Purolator and/or Life Labs service as required.
Signs for all incoming courier packages and forwards to Central Registry
Provide administrative support to the Finance & Administration team as needed
Order and distribute office supplies and assist with the maintenance of office supply inventory
Record meeting room bookings including name of individual or organization, contact information, equipment requirements, and time requirements
Document monthly detailed “Staff In and Out” sheets and save to electronic file folders for immediate supervisor
Ensure the office supplies and the staff break room supplies are ordered as required
Coordinate information and create a weekly flyer each Friday and a quarterly newsletter on the 15th of every third month
Ensure update and maintenance of Smart TV information board
Provide daily maintenance of Atikameksheng Anishnawbek Facebook Official Page and address any technical problems with the Information Technology Administrator.
Maintain central registry functions when required
Provide clerical support to the Atikameksheng Anishnawbek in the areas of minute taking, agenda preparation and follow up when required
Maintain the bulletin boards in the Reception Lobby/Area.
Record bookings for Reserve Camp, Chalet and Band Vehicles (as needed)
The First Nation Services Receptionist will provide vacation relief, other scheduled days off, and/or limited unforeseen days off to the Information/Membership Clerk position
The Receptionist will complete their duties by following the position manual as well as the human resources policies.
Externally, the Receptionist will interact with Canada Post, private couriers, delivery personnel as well as suppliers and their representatives. As this position is somewhat self-supervised, it is expected that the Receptionist will always interact with external customers in a professional appropriate manner.
To be successful in this position, Receptionist must be approachable and personable. From time to time the Receptionist must be capable and trained to deal with difficult situations and with difficult people. This position has some routine and comfort in its work pace however from time to time becomes fast-paced due to seasonal peaks.
The First Nation Services Receptionist shall:
Maintain a positive relationship within the community
Maintain a positive relationship within the First Nation Administration
Positively reflect Atikameksheng Anishnawbek to all professionals internally and externally
Develop and foster relationships with other First Nations and/or organizations to network on service and delivery opportunities
Work in cooperation with all levels of government and private sectors to ensure the optimum level of service is being provided
The First Nation Services Receptionist shall possess:
A Diploma in Office Administration or
equivalent experience of two (2) years’ work experience in medical/ administration office
Valid Ontario Class ‘G’ Driver’s Licence with a clean driver’s abstract
First Aid and CPR Certification
The First Nation Services Receptionist shall be knowledgeable and possess skills or prior work experience in the following areas:
Excellent computer skills with the use of Microsoft office suite specifically Word and Excel
Acc Pac accounting software
Excellent interpersonal and communication skills
Excellent organizational skills
Demonstrated time management skills
Ability to work in a multi-faceted, multi-tasked environment
Complete knowledge of services offered by the Atikameksheng Anishnawbek
Knowledge of services offered locally and /or off-reserve
Empathy and understanding of people and their illness/disabilities
Knowledge and understanding of the Anishnawbek culture and community life
WORK SITE LOCATION
The primary work site location will be within the Administration Building owned and operated by the Atikameksheng Anishnawbek.
All equipment required for the position and program is located within the office and is easily accessible to First Nation Services Receptionist. Limited amounts of equipment and supplies will need to be transported to the facilities or locations off site.
Minor travel is required for the position to attend meetings, conferences, etc. and overtime work may be required in special circumstances.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
While performing the duties of this job, the First Nation Services Receptionist will be in a regulated inside climate.
This position will require low strength, as there are no physical demands of the position. The primary physical activities involve sitting. This position is not required to operate any heavy equipment, instruments, machinery or power/hand tools that may be a potential source of accident or injury. Non-physical demands include a work environment where the noise level is quiet but may be moderate on occasion.
The nature of the position will have moderate to high stress levels, as there may be situations involving conflict management, negotiation and deadlines.
The First Nation Services Receptionist can expect to work closely with others as part of a team with a wide variety of duties.
Application Deadline is March 12, 2020 at 12:00 p.m.
SALARY: To commence with the Atikameksheng Anishnawbek salary and job classification scale.
On behalf of Chief and Council, please submit your covering letter, resume and three current letters of reference to either: (1) fax 705-692-5010 (2) email: firstname.lastname@example.org (3) in person or (4) by regular mail to: Cheryl Conway, Interim Chief Financial Officer
25 Reserve Road, Naughton, ON P0M 2M0
For more information please contact Cheryl Conway, Interim Chief Financial Officer at (705) 692-3651 ext.205.
Preference will be given to First Nation applicants. Miigwetch to all who apply, however, only those selected for an interview will be contacted.