Receptionist/Administrative Assistant

OVERVIEW
Under the supervision of the Director of Operations/Band Manager, the receptionist will provide clerical
support to Administrative staff by managing office protocols and procedures. Duties include updating office
supplies and inventory, directing correspondence and communication to the correct departments as well as
maintaining daily office routines.
MAJOR RESPONSIBILITIES:
• Performs reception services acting as first point of contact, answering incoming calls, transferring to
appropriate staff, taking/distributing messages, greeting visitors, handling requests for information and directing visitors to appropriate locations
• Print and distribute incoming faxes to staff and as requested, send out faxes
• Pick up mail and parcels, sort and distribute incoming mail for staff, run outgoing mail through postage meter and deliver to Post Office
• File purchase orders when goods are received, match invoices to purchase orders and verify quantity, pricing and as necessary call vendors relating to discrepancies
• Maintain office supplies by placing orders, purchasing, receiving orders and stocking shelves
• Format and print serialized and non-serialized labels for products and affix labels to batteries and radio products
• Photocopy and scan documents for staff as required
• Print and bind documents
• Maintain office equipment such as photocopier, fax and postage machine ensuring it is in good working order and arranging for repairs as necessary
• Print forms for production staff
• Sign out software and ensure the return of such software
• Sign out band vehicles, maintain vehicle log books and ensure the return of vehicle keys
• Maintain supplier filing and assist with year-end filing
• Provide client service to internal staff and customers responding to specific requests for information such as organizing information, arranging for repairs, answering telephone, calls, greeting visitors, etc.
• Make decisions within established instructions and refer others to the Director of Operations/Band Manager
SKILLS:
• High School completion and minimum of two (2) years related experience or equivalent combination of education and experience
• Knowledge of office administration ‘best’ practices
• Knowledge of MS Office (Word, Excel, PowerPoint and Outlook) programs is an asset
• Good communication skills to deal effectively with employees within all departments, as well as with customers and suppliers to provide information
• Ability to operate a computer, related software and a telephone (70%) of the time, as well as a fax,
photocopier, printer, calculator, postage machine, scanner and binding machine
• Problem-solving skills to use well-established procedures to provide reception and administrative support services, as well as to resolve discrepancies on invoices and product orders
• Versatile skills required to adapt to a variety of tasks and situations to perform the duties of the job
OPEN UNTIL FILLED
Please submit an application that includes a cover letter, resume and three (3) work-related references, CPIC and
VSS marked “Reception” to reception.
Email at: reception@sheguiandahfn.ca Or by Fax to: 705-368-3697
Or drop off at: Sheguiandah First Nation Band Office, 142 Ogemah Miikan
We thank all applicants for their interest but advise that only those selected for an interview will be
contacted.