On Call Receptionist

NWIFC

NWIFC

Administration

Posted on Apr 20, 2026

Job Title: NIT Receptionist

Department: Administration

Reports To: Office Manager

Job Status: Non-Exempt

Type: On-Call

JOB SUMMARY:

The primary responsibility for this position is to be punctual with above average attendance to manager incoming telephone calls for the main telephone switchboard. Duties will include answering general questions and transferring calls to the appropriate department or specific staff. Individual must be professional in appearance and demeanor to meet and greet the public.

MAJOR TASKS AND RESPONSIBILITIES:

  1. Screen incoming telephone calls and visitors-assist by answering general questions or referring to appropriate department and/or staff .
  2. Take and relay messages to appropriate staff.
  3. Develop,update and distributes current departmental/employee phone numbers/extensions to employees.
  4. Greet the public and staff in a professional and courteous manner while maintaining a professional appearance and demeanor (Offer coffee/tea to visitors).
  5. Announce visitor to employee before sending him/her to their office.
  6. Maintain confidentiality regarding personal information.
  7. Prepare and process all outgoing mail to include accurate weighing; coding; sorting;affixing postage; properly addressing and preparing certified/overnight/return receipt mail and delivering to the post office.
  8. Date stamp and open generally addressed mail to ascertain appropriate receipting for interdepartmental pickup.
  9. Date stamp and sort into appropriate inter-departmental folders for pick-up and distribution.
  10. Accept and sign for packages and contacts/delivers packages to the appropriate department.
  11. Ensure postage system is operational and keep supervisor informed of postal needs.
  12. As needed call Pitney Bowes to update postage balance and obtain updates to postage machine software.
  13. Maintain reservation calendar for the Administration conference rooms an ensure room is neat, clean, and available at the correct time.
  14. Ensure that reception area is neat and orderly at all times.
  15. Ensure copier and fax machines are in working order and fully supplies with material needed to operate (paper, toner, etc.).
  16. Call repair company when equipment needs repairing.
  17. Work as a team member within the department.
  18. Assist with clerical tasks to include typing, word processing, filling, proofreading,etc.
  19. Notify supervisor well in advance for requests for leave.
  20. Employee will notify supervisor at least one (1) hour prior to assigned starting time if unable to come to work.

PREFERENCE:

  • High School Diploma or General Education Degree (GED): or six months related experience.

MINIMUM QUALIFICATIONS

The following qualifications are required for the incumbent to have, in order to be considered for the position.

REQUIRED EDUCATION, EXPERIENCE AND TRAINING FOR POSITION:

  • Must be able to maintain confidentiality.
  • Must be punctual, dependable and professional in appearance and dress.
  • Must have strong interpersonal and communication skills, including the ability to communicate effectively, orally and in writing through concise reports, directives, emails, and letters.
  • Must have the ability and interest to greet the public and handle difficult situations in a professional and courteous manner.
  • Ability to carry out assigned duties/projects in an efficient and timely manner with minimal supervision.
  • Must be able to handle multiple projects and work within defined timelines.
  • Must possess and demonstrate good writing skills, spelling proof reading and grammar skills.
  • Considerable knowledge of general office practices and procedures required.
  • Must be highly organized and have good filing skills.

REQUIRED CONDITIONS OF EMPLOYMENT:

  • Must pass alcohol/drug test at time of hire and periodically throughout employment.
  • Must pass criminal background check at time of hire and periodically thereafter.

REQUIRED LICENSES OR CERTIFICATION:

  • Must have and maintain throughout employment a valid Washington State Driver’s License and meet the insurability requirements of the Tribe.

PHYSICAL REQUIREMENTS: (The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job):

  • This will be a high traffic work area with consistent and regular contact with employees and the public.
  • Occasionally the employee may be exposed to working near moving mechanical parts, occasionally exposed to fumes and airborne particles.
  • Ability to lift up to 10 pounds regular and over shoulder height (necessary for placing heavy files on shelves)and ability to move or lift up to 25 pounds.
  • While performing the job duties, the employee is required to be able to hear, speak and understand English.
  • Ability to frequently require sitting for long periods, occasionally required standing or walking
  • Regularly required to sue hands and fingers.
  • Occasionally required to reach with hands and arms, stoop, kneel, crouch, or crawl.
  • Regularly required to talk and to hear.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, ability to adjust focus.

DESIRED SKILLS/KNOWLEDGE/ABILITIES POSITION

The following qualifications are Preferred/helpful for the incumbent who has these skills/knowledge or abilities for this position.

  • Must be familiar with computer processing equipment and software, including Word,Excel, Power Point, Outlook and other office suite software.
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