FRONT DESK ADMINISTRATIVE ASSISTANT
Duties: Responsible for greeting visitors at the front desk, answering busy telephone lines and providing support guests and departments. This position creates a positive first and last impression for the Association and is pivotal in it running smoothly and efficiently as possible. Essential Functions: Switchboard: Receives all incoming telephone calls and directs them to respective departments. Keeps reception area and atrium neat. Greets all visitors, has them sign in and given a guest badge then ensures they are escorted appropriately. Secondary Functions: Prepares outgoing mail and ensures mail is picked up by the mailman or is delivered to the post office on the same day it is postmarked. Maintains inventory of supplies used at the front desk on hand and places orders for supplies not in stock, including envelopes and letterhead for the entire building. Assists in ordering supplies for Administration as needed. Clerical support for Administration and other departments as needed. Clerical assignments are either given and/or cleared by the Administrative Operations Manager. This may include filing, scanning, faxing, as well as typing specific documentation. Handles inquiries from the public. Schedule conference rooms. Assists in taking or processing orders of APIA merchandise including jackets, vests, hats, books, videos, etc. May generate billings for commercial orders. Maintains accounts of sales/inventory. Makes coffee for Reception area. Looks for news articles from newspapers or other online sources and keeps them in a three ring binder. Has unauthorized vehicles towed after every effort is made to identify vehicle. Locks/secures the reception area and building upon leaving at the end of the day. Keeps reception and atrium area neat. Abides by APIA Personnel Policies and Procedures Manual as established by the Board of Directors. Performs other reasonable related duties as assigned or required by supervisor. Education: High School Graduate or Equivalent. Salary: DOE.
Qualifications: Must have at least one year reception/front desk or administrative experience. Must have at least one year of experience answering multi-line (18) telephone system with 60 internal extensions and greet guests in a pleasant, intelligent and timely manner. Effective, efficient and appropriate telephone etiquette; and excellent customer service telephone skills. Must be neat in personal appearance and attire. Must be dependable and punctual. Calm, helpful, caring, professional demeanor. Must be able to appropriately interact with individuals from various backgrounds, particularly Alaska Native clients. Maintain image of company by example and utmost professionalism. Ability to work well independently, with self-initiative and able to work with minimum supervision. Excellent oral and written communication skills. Must be discrete and maintain confidence on program matters at all times. Demonstrates maturity, dependability, judgment and empathy in performance of assigned duties. Ability to deal professionally with staff, general public and Board of Directors. Good organizational skills. Ability to multitask and prioritize in a fast paced environment. Effective time management skills. Be a proactive team-player. Must be proficient with computer. Strong knowledge of general office procedures and office equipment. Good knowledge of grammar, composition, spelling and punctuation. Must be able to type 40 w.p.m. Native preference will be given depending on qualifications. Native preference will be given to qualified applicant pursuant to P.L. 93-638.
Schedule: Full-time (37.5 hours per week).