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 maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.

• Work is performed primarily in an office environment under normal working conditions with no significant disagreeable factors.

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).