Receptionist

Job Purpose

To manage office supplies and machine maintenance, first point of contact for visitors and inquiries via phone or email.

Duties and Responsibilities

• Welcome and direct visitors and inquiries to FCSS
• Assist with preparing administrative documentation, and managing the execution and filing of documentation as assigned by the Administrative Lead
• Review and prioritize emails and phone calls
• Be a point of contact between FCSS and CLFN Administration where required
• Assist in the coordination of meetings and events where required
• Manage the office supplies, maintaining back up resource stocks
• Order/pick up supplies and other office materials as required .
• Manage the collection of protected information collected via forms, etc.
• Prepare boardrooms for meetings and events and book boardrooms off site when needed. (table/chairs, microphones, refreshments, IT set up as per the direction of the Executive Director.
• Communication as required with external meeting organizers
• Adhere to all Cold Lake First Nations Policies and Personnel Manual.
• Greet all members and visitors in a pleasant manner.
• Assist members with issues and direct them to the proper departments.
• Answer phones, emails, and mail to the proper person. (Log in/scan/file/deliver)
• Perform any other duties as assigned by the Executive Director and Band Administrator.

Knowledge, Skills and Abilities Required

• Strong communication skills, verbally and written.
• Performance under pressure – works well under pressure and can handle stress well.
• Intermediate Microsoft suite operations and Microsoft Teams experience
• Experience drafting letters for a variety of recipients including government officials
• General office hardware use including photocopiers, fax machines and file management
• Organizational and planning skills crucial for multi-tasking while prioritizing and executing tasks.
• Strong interpersonal skills; can diffuse conflicts and work well under supervision.
• Professionalism in demeanor and appearance is paramount in this job.
• Excellent Communication skills
• Willingness to take additional training as required .
• Certificate in Business Administration, or a similar field (preferred)
• Previous experience in a reception or administrative role required
• Knowledge of Cold Lake First Nations History and Governance structure

Working Conditions and/or Physical Requirements

• In office, during office hours - Monday to Thursday 8:30-4:30 and Friday 8:30-2:00
• Sitting, Standing, Walking
• Repetitive tasks

Salary

Commensurate with qualifications