Job Classification: Non-Exempt, Full-time
Reporting Relationship: Manager
Primary Accountability:
The Office Assistant is responsible for answering and routing incoming telephone calls as well as taking and relaying messages, greeting visitors and performing general clerical duties.
Major Duties:
• Professionally administers all incoming calls which includes paging, transferring and screening calls.
• Takes and relays messages for drivers.
• Collects payments from customers and enters information into Lynx system on a daily basis.
• Answers customer questions in a timely manner.
• Checks the general mailbox each morning as well as picks up and drops of mail to designated employees.
• Greets all visitors and callers with a pleasant attitude.
• Provides general administrative, communication, and organization support to staff.
• Performs general administrative tasks which include mailing documents, copying, organizing, scanning and faxing, and maintaining Prairie Band Propane facilities.
• Opens and distributes the mail to employees in the office.
• Receives, routes, and sends faxes to appropriate staff in a timely fashion.
• Maintains office calendars both electronic and paper as well as coordinates office activities.
• Ensures the reception area maintains a professional appearance at all times.
• Maintains documentation by scanning, archiving and other methods of converting physical files to electronic format.
• Organizes, purchases, displays and distributes marketing materials such as business cards, brochures, annual reports and other marketing materials.
• Orders and organizes office, cleaning and staff supplies.
• Ensures facilities, telephones, office equipment and appliances are maintained and in working condition, facilitates outside vendors, as needed.
• Maintains directory of office numbers and important information.
Bookkeeping
• Assists with various accounts payable duties including but not limited to organizing invoices, entering bills, mailing checks and organizing documents.
• Assists with various accounts receivable duties including but not limited to entering and printing invoices, gathering data for invoices and depositing checks.
• Verifies weekly deposits with Management.
• Maintains inventory and fixed asset database.
• Gathers and enters data for various Management projects.
• Files and scans bookkeeping documentation.
• Performs additional duties as assigned by Management.
Additional Duties:
Additional duties and responsibilities may be added to this Job Description at any time. The Job Description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.
Qualifications:
• A High School Diploma or GED is required.
• Two (2) years of work related experience providing administrative and secretarial support services.
• Successfully pass a background check and pre-employment drug screening.
• Excellent computer skills including Word, Windows, and Excel.
• Maintain a professional appearance at all times.
• Ability to read, write, and speak English.
• Ability to solve practical problems and be able to handle variety of concrete variables in situations.
• Ability to effectively communicate, present information and respond to questions, both verbal and written.
• Ability to organize, multi-task, plan and set priorities with minimal supervision.
• Ability to work independently and in team settings.
• Ability to exercise good judgment with a strong attention to detail.
• Ability to work under pressure while still providing excellent customer service.
• Strong interpersonal communication skills and the ability to establish and maintain effective working relationships across all levels of Prairie Band Propane.
• In accordance with applicable law, preference will be given to qualified members of Prairie Band Potawatomi Nation and members of other federally recognized tribes.
Physical Demands:
• Frequent bending, standing or sitting for extended periods of time.
• Read computer screens and mail, email, talk on the phone.
• Ability to unpack and move supplies up to forty-five (45) pounds.
Work Environment:
• Professional and deadline-oriented environment in an office setting.
• Interaction with staff and customers.
Tribal Preference Exercised
Prairie Band Propane is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 1 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B). To be considered for employment with Indian Preference, documentation is required to be provided at time of application.
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