TSS Receptionist (KTTT)

Position: TSS Receptionist Supervisor: Education and Outreach Director Designee Division: Tribal Education Administration Department: Tribal Student Services Responsibilities: Greet visitors, door and building entry, sign in and out visitors and staff, answer the telephone, screen/direct calls, take and relay messages. Provide information to students, employees, parents, community and vendors. Essential Duties and responsibilities include the following: Answer telephone, screen and direct incoming phone calls while providing basic information when needed. Communicate verbally and in writing to answer inquiries and provide information. Coordinate the flow of information both internally and externally. General administrative and clerical support such as, filing, photocopying, faxing etc. Greet, welcome, direct, and assist visitors entering the organization. Keep and maintain sign in and sign out Maintain appointment diary either manually or electronically. Maintain databases up to date in the information and bulletin boards as assigned. Manage the office space keep tidy and well maintained. May be required to screen staff upon arrival Organize and coordinate meetings, conferences, travel arrangements internal and external events. Post Information and flyers approved by Administration. Prepare and manage correspondence, reports and documents. Provides callers with information such as company address, directions to the company location, company fax numbers, company website and other related information. Receive and sort daily mail and deliveries. Remain at post to ensure that front door access is covered and addressed. Responsible for creating front office supply order and relaying information to the appropriate parties for ordering. Responsible for helping maintain clean and orderly work rooms and ensure all center copiers have paper every morning. Responsible for providing excellent customer service. Schedule, maintain, confirm and update appointment calendars when requested. Set up and maintain filing systems. Take and relay messages effectively and accurately. Transfers phone calls to designated departments after the appropriate screening process has been followed. Perform other tasks as assigned by the supervisor. Knowledge, skills and abilities for the position: Ability to exercise independent and sound judgment. Ability to manage and maintain security of confidential data and information. Ability to perform simple arithmetic for time-keeping and counting calculations. Ability to read, write, speak and understand English and Spanish, and communicate effectively with others. Ability to understand and follow written and verbal direction. Attention to detail and accuracy. Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life. Customer service orientation. Keyboard skills. Knowledge of administrative and clerical procedures. Knowledge of computers and relevant software applications. Knowledge of customer service principles and practices. Must be reliable. Must have initiative. Organizing and planning. Positive attitude. Professional personal presentation. Stress tolerance. Supervision exercised: This position does not carry out supervisory responsibilities in accordance with the organizations policies and applicable laws.