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On-Call - Receptionist - Administration Office
2 weeks ago
Position Title: ON-CALL - FRONT DESK RECEPTIONIST
Reports to: Manager, Administration & Communications
Job Overview
Reporting to the Manager, Administration & Communications, the Front Desk Receptionist ensures the smooth and efficient execution of the Haisla Nation Council's administrative activities by acting as the first point of contact for the organization, welcoming and directing clients. This position operates from the head office's front desk and performs a variety of administrative tasks to ensure organizational effectiveness and efficiency, while working in a fast-paced, multi-tasking environment.
Organizational Status
The Haisla Nation is the band government of the Haisla people. Our mission is to build a powerful, prosperous and proud community, healthy in mind, body and spirit. We believe in building a strong and thriving community, with healthy and happy members and a sustained and prosperous environment. We are about 2023+ people, with approximately 700 living in Kitamaat Village. We have lived off the land and waters of our traditional territory for thousands of years, and it remains the focus of all we do.
Duties & Responsibilities
Front Desk:
- Act as first point of contact for the head office, including managing general telephone inquiries and receiving visitors in a professional manner; listen and communicate in a respectful manner.
Administration:
- Compose, compile, and prepare correspondence and documentation for internal and external meetings and records.
- Coordinate smooth communication between internal departments; schedule and confirm appointments.
- Ensure files and information recording systems are maintained to produce current and accurate statistics and reports.
- Sort and distribute incoming mail and faxes; ensure timely mailing of outgoing correspondence.
- Update and maintain general administrative documentation (e.g., internal phone directories; forms; pamphlets; etc.).
- Coordinate room bookings and assists meeting organizers with room set-up, catering options, amenities, etc.
- Assist with data entry and filing tasks; prepare, maintain, and control a variety of office records with confidential information.
- Support the Membership Clerk with administrative tasks, which include organizing and filing paperwork, as well as entering data into software used by the membership clerk.
- Support the Communications team with various administrative tasks, which include arranging for flyer delivery, helping with printing, envelope stuffing, and mailouts for the monthly newsletter and other mailouts, as well as sharing information with community members as instructed.
- Provide clerical support as needed.
Operations:
- Order and maintain adequate stock of stationery and office/kitchen/washroom supplies as required.
- Utilize HNC's Purchase Order System.
- Ensure the office, including the kitchen and common areas, are kept clean and presentable.
- Operate office equipment and carry out minor maintenance such as maintaining printers, cleaning glass, and office organization.
- Monitor and report office equipment malfunctions.
Skills & Qualifications
- High school diploma or equivalent.
- Experience working for a band government or Indigenous organization is an asset.
- Excellent interpersonal and communication skills, both verbal and written, with the ability to engage effectively with diverse stakeholders.
- Strong organizational and time management skills, with the ability to manage multiple tasks and deadlines.
- Strong analytical, problem-solving, and decision-making skills.
- Strong working knowledge of Microsoft Office (Excel, Word, PowerPoint), search engines, and Outlook/email.
- Willingness and ability to learn new programs.
- Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).
Salary Range: $22.95/hr
Position Type: On-call
Closing Date: Will remain open until the position is filled.
While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.
