Administrative Assistant - Receptionist

JOB SUMMARY

The Administrative Assistant/Receptionist provides front desk coverage and comprehensive administrative support to ensure efficient office operations. This position is based at the front reception desk and serves as a primary point of contact for visitors, employees, and incoming communications. This position is responsible for managing office logistics, maintaining common areas, and supporting administrative and clerical functions across the organization.

ESSENTIAL FUNCTIONS

• Maintain continuous front desk coverage during business hours, ensuring timely response to calls, visitors, and inquiries.
• Answer, screen, and direct incoming calls; take and relay messages as needed.
• Greet and assist visitors in a professional and welcoming manner; maintain visitor sign-in logs.
• Open,  close, and maintain shared spaces (reception area, kitchens, conference rooms, and copy areas), ensuring cleanliness and organization.
• Perform general clerical duties such as copying, scanning, faxing, filing, and collating.
• Receive, sort, date-stamp, and distribute incoming  mail and packages.
• Prepare, log, and coordinate outgoing mail and shipments (USPS, UPS, FedEx, and express mail); ensure postage is available.
• Maintain company directory, mail logs, and check logs, including daily entries.
• Coordinate courier services, including daily mail runs, office errands, and delivery schedule.
• Monitor and restock office, conference rooms, and kitchen supplies; order supplies and office lunches as needed.
• Maintain a clean, organized, and fully stocked reception area and common spaces, including breakrooms and conference rooms.  
• Schedule conference rooms and assist with meeting setup and cleanup.
• Assist with travel arrangements, expense reports, and location missing receipts as needed.
• Serve as point of contact for copier issues and meter readings.
• Run company errands as needed.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

• Strong administrative, clerical, and organizational skills with the ability to confidentially process and maintain data with attention to detail.
• Strong customer service and interpersonal skills, including active listening, prompt service and follow-up.
• Effective verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced, high-traffic environment with high levels of accuracy.
• Ability to be detail oriented, organized, and proactively follow-up as needed.
• Intermediate computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs. 
• Ability to type at least 45 words per minute.
• Basic understanding of accounting functions (AP/AR, expense reporting).
• Ability to use good judgement and make appropriate decisions.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to perform basic math (add, subtract, multiply, divide, find ratios/percentages) quickly and correctly and read bar charts and graphs.
• Ability to safely and efficiently operate a motor transport vehicle in the delivery of confidential documents or sensitive materials.

MINIMUM QUALIFICATIONS

• High School Diploma; technical, vocational, or administrative certification preferred.
• Minimum of two (2) years of administrative experience  or receptionist experience preferred.
• Valid state Driver’s License and be qualified to operate a vehicle under the conditions of Calista Corporation’s Driving Policy.
• Ability to pass a drug, driving, and background check.
• Ability to speak Yup’ik preferred.

WORKING ENVIRONMENT

Calista Corporation’s office team has a fast-paced, multi-tasking, customer service oriented environment requiring a high degree of efficient and effective performance.  Adaptability regarding schedule and task changes is necessary to accommodate changing priorities.  Overtime may be required.

PHYSICAL/VISUAL/MENTAL/ENVIRONMENTAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.