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Position Summary

Reporting to the Office Supervisor, the Receptionist provides a telephone and personal reception service for the Band Administration Office.  The incumbent receives and directs telephone calls and visitors to the appropriate department or person.  When required, the Receptionist provides clerical assistance as assigned.

 

 

Duties:

  • Answers telephone switchboard and directs callers to appropriate station.
  • Greets visitors, and provides direction to the appropriate department or person.
  • Collects and distributes mail and faxes to appropriate personnel.
  • Maintains a staff calendar board to track whereabouts.  Distributes cheques.
  • Typing, filing, photocopying, faxing, telephone answering, and other clerical support work.
  • Assists other departments by providing clerical support on an as needed basis.
  • Develops and maintains effective working relationships with coworkers and office visitors.
  • Back up support to Administrative assistant, creates newsletter and administrative functions as needed
  • Oversees First Aid orders, directs calls for First Aid; updates and follows through on First Aid Attendees and oversees small budget for First Aid

 

Knowledge and Abilities:

 

  • Skill and knowledge usually attained by successful completion of High School with some business related courses and experience in operating a large telephone switchboard; or an equivalent combination of skill, knowledge, and experience.
  • First Aid Training/Certificate
  • Ability to take minutes at meetings/Basic Minute Taking Training
  • Knowledge and experience of the Musqueam Indian Band, Band administration and policies and First Nations culture and history.
  • Ability to use tact and good judgement in dealing with callers and visitors.
  • Ability to maintain confidentiality.

 

Service Delivery

 

The Receptionist works at the main entrance to the Band office, behind a counter and plexiglass wall.  There is little privacy in the work area, and the Receptionist is subject to the scrutiny of people in the foyer area.  The Receptionist is in regular contact with Band members, staff members, and non-members alike, and provides the first impression for visitors to the office.  The Receptionist is the point of contact for couriers and for incoming and outgoing mail delivery.  The incumbent is sometimes required to perform other clerical duties when demand requires.

 

Care and Responsibility

 

The Receptionist is required to ensure own personal health and safety.  The Receptionist is responsible for ensuring accuracy of work and its timeliness.  The consequences of misdirected calls are frustrated and annoyed callers or visitors and a poor perception of the Band administration.  The incumbent distributes cheques and signs for and directs courier shipments with possible economic consequences to the Band or individuals.

 

Working Conditions

 

The work is normally performed mainly in an office setting, with a minimal risk to personal health and safety.  Work demands are varied, and at times deadline driven.  Most of the work is performed using standard office equipment, such as computers, telephone switchboard and, facsimile machines, photocopiers, etc.

 

Skill and Knowledge

 

To be successful in the Receptionist position, the incumbent requires a sound knowledge and use of standard office equipment, standard computer programs, telephone switchboards, and office protocol.  Such knowledge would normally be obtained by High School graduation, completion of business administration courses, and experience in an office environment.