Reporting to the Administrative Services Coordinator and a part of the Core Services team the Receptionist will provide support as needed for all staff in the Administration Office, the Receptionist is the first contact members and the public have in the Administration Office. This position represents ʔakisq̓nuk Administration Office and its culture. The receptionist(s) manages the front office and assists in general administrative tasks, such as greeting visitors, handling the incoming mail, performing administrative tasks, processing payments, preparing boardrooms for meetings, and ensuring the smooth day-to-day functioning of the office.
ʔakisq̓nuk First Nation (ʔAFN) is a member Community of the Ktunaxa Nation. ʔAFN exists for the Community. Externally, we are here to serve the Community, and internally, we are our own Community, comprised of different departments unified by our Vision, Mission, and Values. As a team, through our own roles and departments, the ʔAFN Organization works together to achieve our strategic plan “Our Thinking” and continue to progress and move our community forward.
Note: This position is full-time with a set weekly schedule (35 hrs/week, Monday - Friday) working onsite at AFN’s offices.
Receptionist Duties and Member Service:
- Perform clerical duties and maintain an organized and welcoming space.
- Courteously receive, screen and distribute all in-bound calls, emails, and visitors.
- Refer all inquiries to the appropriate individuals and/or departments.
- Take and record telephone, e-mail, or written message for staff members.
- Signs as a guarantor for members
- Greet visitors and members, direct them to the appropriate contacts or services, and provide general information.
- Informs members of appropriate vendor of services as needed Example: who to call for replacement ID cards, who to contact for educational assistance.
- Maintain the reception in a tidy and presentable manner.
- Accept and monitor inbound shipments as necessary.
- Prepare and maintain a list of service providers for the organization.
- Maintain inventory of office supplies and order as necessary.
- Order supplies for kitchen.
Administrative Duties:
- Reviews and types materials from written drafts using templates.
- Use judgment and apply critical thinking in locating, selecting, and applying the most appropriate authorized alternative among the various guidelines covering similar situations to resolve member questions and issues.
- Use critical thinking when organizing the coordination of duties to complete tasks.
- Use knowledge of clerical procedures to maintain records, inventory, equipment etc.
- Proofreads typed material before returning it to the author to eliminate typographical errors.
- Uses Office Suite to produce draft and final documentation suitable for publication, such as funeral announcements, create pamphlets as requested, send notifications to band partners – fax or email regarding deaths, etc.
- Works from draft, edited, or previously typed material to record, update, and print required documentation.
- Photocopies, faxes and files project documents and correspondence as directed.
- Assist in preparing for events, AGA – photocopying, being point person for catering, ordering, seating and recruiting workers to set up seating, ensuring pamphlets and handouts are prepared and ready to hand out, perform greeting duties, etc.
Inventory and Payments:
- Perform scheduled inventory for stationary room and staff kitchen.
- Receive Payments –(i.e. rent payment).
- Daily batch settlement to Accounts Payable every day.
- Documents payments in receipt book
Support and Event Duties:
- Perform duties as assigned related to events.
Continuous Improvement:
- Update all contact lists.
- Update and modify desk manual as needed.
- Introduce and discuss best practices with the Administrative Services Coordinator to improve services or how work is performed.
- Other duties, relevant to the position, shall be assigned as required.
Other Duties
Carry out other duties related to the position as assigned and consistent with the scope and responsibilities of the role.
Education & Education:
- 1–3+ years of experience as an Receptionist or Assistant in a busy office setting
- Experience working in a First Nations health centre, Indigenous organization, or with Indigenous communities is strongly preferred
- Demonstrated understanding of culturally safe and trauma-informed care practices
- High school diploma or equivalent
- Valid Drivers License
- Ability to build trust and maintain professional relationships with community members
- Experience working collaboratively with Elders, community staff, and multidisciplinary teams
NOTE: A criminal check & driving history will be conducted on the successful applicant
What we offer:
- Starting salary between $45,000 to $50,000, depending on education and experience
- Discretionary office closure between Christmas Day and New Year’s Day, as determined by the Council each year
- Paid annual vacation and sick days
- Employer-paid Group Benefits which includes Life Insurance, Health and Dental benefits, health spending account, Employee Assistance Program, Disability coverage, available after 3 months of service
- Matched pension plan with employer matching up to 5.5% of the employee’s salary, available after 4 months of service
- Live and work in the most beautiful place in British Columbia
ʔakisq̓nuk First Nation is committed to fostering a diverse and inclusive workplace. We welcome applications from all qualified individuals. In accordance with our commitment to reconciliation and employment equity, preference may be given to qualified candidates who self-identify as First Nations, Métis, or Inuit. We encourage Indigenous applicants to self-identify in their application.
