Job Description Of Receptionist

PURPOSE OF THE POSITION

(The main reason for the position, in what context and what is the overall end result)

The Receptionist is responsible for providing secretarial, clerical and administrative support in

 

order to ensure that municipal services are provided in an effective and efficient manner.

SCOPE

(The way that the position contributes to and impacts on the organization)

The Receptionist reports to the Executive Director and is responsible for providing office and

clerical services. Failure to provide these services in an efficient and effective manner will result

in disruptions in the provision of services.

RESPONSIBILITIES

(Major responsibilities and target accomplishments expected of the position including the typical problems

encountered in carrying out the responsibilities.)

1. Provide office support services in order to ensure efficiency and effectiveness within the

Hamlet Office

Main Activities

·         Receive, direct and relay telephone messages and fax messages

·         Direct the First Nations Members and the general public to the appropriate staff

Member

·         Pick up and deliver the mail

·         Open and date stamp all general correspondence

·         Maintain the general filing system and file all correspondence

·         Assist in the planning and preparation of meetings, conferences and conference

telephone calls

·         Make preparations for Council and committee meetings

·         Maintain an adequate inventory of office supplies

·         Respond to public inquiries

·         Provide word-processing and secretarial support

2. Perform clerical duties in order to maintain Hamlet administration

Main Activities

·         Develop and maintain a current and accurate filing system

·         Monitor the use of supplies and equipment

·         Coordinate the repair and maintenance of office equipment

3. Performs receptionist functions

Main Activities

·         Answer all incoming calls and handle caller’s inquiries whenever possible

·         Re-direct calls as appropriate and take adequate messages when required

·         Greet, assist and/or direct students, visitors and the general public

4. Support the Executive Director and other staff

Main Activities

·         Assist the Executive Director and other staff as requested

·         Provide administrative services for the Executive Director

5. Perform other related duties as required

KNOWLEDGE, SKILLS AND ABILITIES

(The knowledge, skills and attitudes required for satisfactory job performance)

Knowledge

The incumbent must have proficient knowledge in the following areas:

·         office administration

·         an understanding of relevant

legislation, policies and

procedures

·         an understanding of the northern

cultural and political

environment

Skills

The incumbent must demonstrate the following skills:

·         team building

·         analytical and problem solving

skills

·         decision making skills

·         effective verbal and listening

communications skills

·         computer skills including the

ability to spreadsheet and

wordprocessing programs at a

highly proficient level

·         stress management skills

·         time management skills

Personal Attributes

The incumbent must demonstrate the following personal attributes:

·         be honest and trustworthy

·         be respectful

·         possess cultural awareness and sensitivity

·         be flexible

·         demonstrate sound work ethics

The Receptionist would normally attain the required knowledge, skills and attitudes through

completion of an office procedures course combined with related experience. Equivalencies will

be considered.

WORKING CONDITIONS

(The unavoidable, externally imposed conditions under which the work must be performed and which create

hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental

conditions, demands on one’s senses and metal demands.)

Physical Demands

(The nature of physical effort leading to physical fatigue)

The Receptionist will have to spend long hours sitting and using office equipment and

computers, which can cause muscle strain. The Receptionist may also have to do some light

lifting of supplies and materials from time to time.

Environmental Conditions

(The nature of adverse environmental conditions affecting the incumbent)

The office may be a busy facility. The Receptionist may have to manage a number of projects at

one time, and may be interrupted frequently to meet the needs and requests of members,

residents, clients and contractors. The Receptionist may find the environment to be busy, noisy

and will need excellent organizational and time and stress management skills to complete the

required tasks.

Sensory Demands

(The nature of demands on the incumbent’s senses)

Sensory demands include use of the computer, which may cause eyestrain and occasional

headaches. The office may be noisy and busy making it difficult for the Receptionist to

concentrate.

Mental Demands

(Conditions that may lead to mental or emotional fatigue)

The Receptionist will have to manage a number of requests and situations at one time. Stress

may be caused by the need to complete tasks within tight deadlines.

CERTIFICATION

Employee Signature

Printed Name Date

I certify that I have read and understand the

responsibilities assigned to this position.

Supervisor’s Title

Supervisor’s Signature Date

I certify that this job description is an accurate

description of the responsibilities assigned to

the position.

Senior Administrative Officer’s Signature Date

I approve the delegation of responsibilities outlined herein within the context of the attached

organizational structure.

The above statements are intended to describe the general nature and level of work being

performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all

responsibilities and activities required of the position.