RECEPTIONIST(S) - INDEFINITE PART-TIME

Under the supervision of the Team Leader of Administrative Services, the Receptionist provides overall reception duties to the staff and clients of Kahnawà:ke Shakotiia’takehnhas Community Services’ various departments and facilities.
Department:

Organizational Support Services
Duration:

Indefinite part-time position, with a 6-month probationary period.
Salary:

Starting at $23.01/hour
Schedule:

Minimum 20 hrs/week (Max 40 hrs). Must be willing to work flexible hours as necessary

EDUCATION AND EXPERIENCE REQUIRED:

• 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.

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.

RESPONSIBILITIES

Answers telephone calls and greets visitors of KSCS:

• Answers all incoming phone lines and transfers calls to appropriate staff.
• Determines urgency of calls.
• Welcomes individuals/visitors entering KSCS.
• 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:

• Ensures scheduling of counselling and 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.
• Coordinates reservations for the Services Complex lobby area.
• Ensures the upkeep of counselling rooms/meeting rooms/reception areas.
• Works with maintenance to ensure chairs, tables and AV equipment are available.
• Maintains a neat waiting room and waters plants weekly.
• Ensures staff does not loiter at Reception area.
• Arranges/cancels appointments on an as needed basis.

Performs general office duties:

• Brings all mail to post office at 4:45 p.m.
• Backfills Admin Support with mail run, when needed.
• Completes tasks of delegated administrative overload work i.e. photocopying, typing, faxing, etc.
• Keeps kitchen tidy, refills all supplies.
• Checks for any incoming faxes or mail in the Administration area and delivers to the appropriate staff.
• Dates, opens, and delivers all incoming hand-delivered mail.
• Makes arrangements for the Courier service to pick up letters and packages and records registered mail.
• Delivers items left at Reception to staff.
• Directs suppliers making deliveries to appropriate locations.
• Maintains a listing of room use for invoicing purposes.
• Checks that all photocopiers and printers are filled with paper.

Secures equipment and building at night:

• Locks all mail, checks and the telephone logbook in the drawer.
• Locks all equipment (TV/VCR, overhead projector, etc) at the end of the night.
• Makes sure all windows and doors are closed including all offices.
• Turns off all the lights including the filing room.
• Turns off all printers and photocopiers.
• Makes sure phones are forwarded to night mode.
• Checks all glass entrance doors on the first floor to ensure that the building is securely locked.
• Makes sure all staff has vacated the building before turning on the alarm.
• Locks back doors when Maintenance is unavailable.

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.