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Receptionist Kahnawake Office Complex
4 months ago
**Location**:
- Kahnawake, QC
Duration:
Indefinite full-time position, with a 6-month probationary period.
Responsible to:
- Team Leader of Administrative Services
Description:
KSCS is looking for an experienced, outgoing, and reliable individual to provide reception services to Kahnawà:ke Shakotiia’takehnhas Community Services.
Under the supervision of the Team Leader of Administrative Services, the Receptionist is responsible to provide overall reception duties to the staff and clients of KSCS.
Under general supervision, independently applies learned skills, knowledge and practical experience to semi-routine tasks associated with the job family using established practices and standard procedures to complete assignments.
Receives and directs visitors and clients to appropriate locations and parties. Operates a multiple line telephone system. Maintains a staff log and issues pass cards when necessary. Notifies personnel of visitor arrival. May be required to quickly assess client’s emotional state upon arrival and act accordingly. May perform related clerical work such as word processing and scheduling of room bookings. May use paging or other computer-based systems. Additional duties may include filing, sorting, mail distribution and completing special clerical projects.
Decisions are straightforward in nature, within clearly defined procedures and practices specific to the department or work group and are regularly reviewed.
**Responsibilities**:
**Answers telephone calls and greets visitors of KSCS.**
- Answers all incoming phone lines and transfers calls to appropriate staff.
- Coordinates staff whereabouts.
- Determines urgency of calls.
- Welcomes individuals/visitors entering KSCS operations.
- Directs visitors to rooms for appointments and contacts appropriate staff.
- Ensures comfort and calmness is established and needs are met for visitors.
- Offers/prepares coffee for appointments.
**Handles scheduling of room bookings for meetings, appointments and prepares the rooms.**
- Develops a process for scheduling of meeting rooms and confirms facilities are adequate for nature of visits/meetings.
- Confirms upcoming room reservations with persons who will be using room to inform them of responsibilities for room uses and set ups.
- Ensures the upkeep of /meeting rooms/reception areas.
- Works with maintenance to ensure adequate setup of rooms (i.e., chairs, tables, etc.).
- Works with IT for technical support and equipment.
- Maintains the waiting room.
- Coordinates coffee and supply with main building.
- Maintains kitchen area and refills all supplies.
- Arranges/cancels appointments on an as needed basis.
**Performs general office duties.**
- Brings all mail to main office.
- Completes tasks of delegated administrative overload work (i.e., photocopying, typing, faxing, etc.).
- Maintains incoming faxes or mail in the Administration area and delivers to the appropriate staff.
- Dates, opens, and delivers all incoming mail.
- Makes arrangements for the courier service with main building to pick up letters and packages and records registered mail.
- Coordinates the ordering all office supplies.
- Ensures proper functioning of office equipment.
**Performs any other job-related duties as may be required by the immediate Supervisor**
Qualifications, Knowledge and Skills:
- D.E.P in Administration, Secretarial or related field of study with one (1) to three (3) years relevant experience.
- High School Diploma with three (3) to less than five (5) years relevant experience.
- A valid driver’s license and access to a vehicle.
- Knowledge of Kanien’keha Language.
- Knowledge of French Language.
**Requirements**:
**Skills **and **Requirements**
- Ability to work a multi-line phone system.
- Knowledge of computer programs (Microsoft Word, Excel, Outlook, etc.).
- Ability to multitask.
- Ability to work independently.
- Excellent communication skills.
- Excellent conflict resolutions skills.
- Valid driver’s license and access to a vehicle are a requirement.
- Ability to work flexible hours when required, evenings, weekends, etc.
- Lifestyle must reflect that of a positive role model.
**ACCOUNTABILITY**
- To provide services in a manner consistent with the terms and conditions of the employment agreement, the personnel policies, standard operating procedures and directives.
- To ensure the efficient response to all telephone calls and visitors in a timely and courteous manner.
- To ensure all incoming mail and packages are distributed in a timely manner.
- To ensure the meeting rooms and kitchen are clean and presentable.
- To ensure the provision of support services to various department.
- To safely secure the building at night.
- To maintain confidentiality practices.
Working conditions:
**ENVIRONMENTAL FACTORS**
**Types of Schedule**:Regular work week, occasional flexible hours.
**Stress Factor**:Normal to the job.
**Deadlines**:Normal deadlines (planned).
**COMMUNICATIONS**
