Indefinite part-time position, with a 6-month probationary period.
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.
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.
➢D.E.P. in Secretarial Studies.
➢High School Diploma plus two (2) years’ experience.
➢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.
➢Knowledge of Kanien’keha Language.
➢Knowledge of French Language.
➢Moderate stress with some periods of high stress.
Kahnawake Shakotiia’takehnhas Community Services
PO BOX 1440
Kahnawake, Quebec
J0L1B0
humanresources@kscskahnawake.ca
