Housing Dept Receptionist

Job Summary:

The Receptionist is responsible for performing a variety of secretarial duties while assisting with accounting duties including all financial record keeping and maintaining complete confidentiality. Keep current and updated all files, route paperwork, information and messages to the appropriate departments, must be knowledgeable of all office information, and maintain computer records management.

Duties:

1. Ability to learn and perform under the guidance of the basic purposes, methods, and goals of the Housing Department


2. Ability to follow the guidelines and procedures while showing understanding and compassion for clients, staff, and others in the community.


3. Pleasantly greeting visitors, staff, tribal members, and others at housing office and determining service needs, then direct to the appropriate department and individual or take massage for appropriate staff follow-up.


4. Answer telephone(s) and screen incoming calls by properly directing each to appropriate department and individual or take massage for appropriate staff follow-up.


5. Pick-up, date stamp, record and disburse all incoming housing surface mail and facsimile (fax) transmissions daily.


6. Record all tribal housing checks.


7. File and retrieve record(s)


8. Provide office services including setting up hard copy file system, setting up a computer file system, copying, processing administrative paperwork requests, routing paperwork, correspondence formatting and proofing.


9. Maintain Housing Dept office supplies by assessing staff needs and ordering supplies.


10. May assist in aspects of day-to-day bookkeeping and accounting processes including but not limited to journal entries and drawdowns.


11. Ability to assist in keeping financial records complete.


12. Ability to assist in keeping financial records and files.


13. Ability to assist in keeping monthly bank reconciliations.


14. Ability to assist in creating monthly fiscal reports (P&L, balance sheet, rental payment status, etc.) for the Director, Tribal Council, and Finance regarding revenues and expenses, including quarterly reports, balance sheets, P&L statements, and charts and graphs.


15. Ability to assist in creating fiscal reports for Grantors, Director, and other staff as needed.


16. Ability to collaborate with vendors to set up and maintain accounts accurately.


17. Assist with preparation of annual budgets for various programs and overall organization operations.


18. Assist in preparation of year-end financial statements for audit and work with the CPA firm to assist in preparation following accepted accounting principles.


19. Ability to collaborate with the Tribe’s auditors on annual basis, providing information, data, records, etc., as needed.


20. Other duties as assigned or required.

Skills and Abilities:

• Ability to maintain complete confidentiality.


• Be dependable and responsible.


• Demonstrate friendly, service oriented and cooperative attitude.


• Establish and maintain effective working relationships with clients, co-workers, supervisors, government officials, and tribal community.


• Able to communicate effectively with people of different socioeconomic, cultural, ethnic, educational, and professional backgrounds.


• Ability to work with other organizations and with all management levels.


• Possess excellent interpersonal, and verbal and written communication skills.


• Able to prioritize projects, work in a team environment, and take direction.


• Ability to manage and perform with a high degree of autonomy, organization, and adaptability.


• Working knowledge of computer programs: Word, Excel, PowerPoint, Publisher, and Outlook.


• Ability to use internet programs and applications.


• Ensure compliance with Tribal ordinances and policies, other government regulations, and other institutional policies and procedures.


• Experience with monitoring project budgets.


• May work evenings and weekends on occasion.

Requirements:

• Must be over 18 years of age.


• Must possess a valid Driver License and be insurable through tribal insurance.


• Must possess a high school diploma or GED


• All applicants must pass pre-employment alcohol/drug screening.


• Must be able to always maintain confidentiality.


• I must be able to establish and maintain effective cooperative working relationships with all visitors, staff, tribal members, and others.


• Must be able to communicate effectively verbally and in writing using proper grammar.


• Must have computer experience with computers software (MS Office)


• Minimum 3 years of secretarial experience.


• Experience in managing multiple projects or multiple client engagements.


• Must focus on accuracy and present a professional image.


• Employees must be able to follow verbal and written instructions.


• Must be flexible and willing to quickly respond to client needs.


• Must be meticulous, energetic, and have great organizational skills.


• Must have the ability to multi-task with mindfulness to details and use critical thinking skills.


• Must be able to manage and deliver on time-sensitive projects.