Receptionist, Office of the CEO

Receptionists are also responsible for all facets of guest handling including requesting gate clearances, issuing guest badges, maintaining the guest log and ensuring that guests remain in designated waiting areas until greeted by their hosts. Receptionists routinely assist with mail processing and handling activities, provide coffee service and other meeting support as requested, keep complete and accurate clerical logs and records and perform other duties and tasks as assigned.
Essential Duties & Responsibilities
Call Handling:
Answers incoming calls on a computerized multi-line phone system; determines the purpose of calls and forwards them to the appropriate personnel or department.
Retrieves and delivers messages from the general mailbox and forwards the messages to the appropriate personnel in a timely manner.
Provides geographical directions to callers.
Must be able to interact with and assist tribal citizens, executives and dignitaries with professional demeanor and clear and courteous communication skills.
Maintains updated telephone directories and other reference materials in support of the Receptionist position as a resource to Community Center staff.
Guest Handling:
Notifies DPS Dispatch and Reservation entry gates when a business guest is authorized access to the Community Center.
Welcomes onsite guests; determines nature of business; announces guests to appropriate personnel.
Working with the building Public Safety Officer, monitors visitor access and ensures all unauthorized personnel stay in the lobby area.
Confirms accuracy of the visitor's log, ensuring all parties sign in and out.
Mail / Package Processing:
Ensures all incoming and outgoing packages are logged in and that intended recipients are notified promptly via email and/or phone call, as per established procedures. Ensures that the logs are completed and proper signatures are obtained.
Processes incoming building mail within safe mail-handling guidelines, wearing protective clothing as recommended.
Immediately alerts Department of Public Safety to any suspicious mail, following established policy and precautions.
Ensures that incoming mail is date stamped accurately and that outgoing mail is metered with the appropriate date and postage and delivered timely to the 1st floor for scheduled courier pick-up.
Distributes and retrieves mail to/from Community Center mail centers on each business floor.
Meeting and Break Room Support:
Manages the Community Center's meeting room reservation process by responding to room reservation requests, identifying and resolving any conflicts, and recording scheduled meetings on all receptionists' calendars.
Ensures that requested beverage service and snacks are set-up within policy as requested for scheduled meetings and replenished as necessary for BC and Executive meetings.
Ensures that fresh coffee is available throughout the business day in the 2nd and 3rd floor break rooms.
Maintains adequate inventory of paper goods, utensils and condiments (creamer, sugar, etc.) in the break rooms.
Maintains conference room supply inventories including exclusive Business Committee supplies and snacks.
Provides adequate advance notice to the Office Services Lead when re-ordering needs to occur to replenish and maintain established inventory levels.
Safety / Evacuation:
Responsible for maintaining updated Community Center's fire drill/evacuation lists.
Assumes assigned position at evacuation location to distribute department evacuation check-in sheets to department designees; directs evacuees to assigned evacuation location; collects and turns over completed lists to Incident Commander.
Other:
May be called upon to perform other duties as assigned, including providing clerical assistance to other departments as time and workload permits.
Education/Experience
High School Diploma or general education degree (GED).
Six months related experience and/or training.
Must demonstrate excellent interpersonal skills.
Must be able to type 40 wpm.
Basic computer skills and comprehension of appropriate software packages, including but not limited to, MS Outlook, MS Word, MS Excel.
Working knowledge of common office equipment such as personal computers, copy machines, calculators and fax machines.
Ability to coordinate several tasks at once, set priorities and pay attention to details, particularly callers' and guests' names and their spelling.
Must be a self-starter and enjoy working with people.
Certificates/Licenses/Registrations
Must undergo and successfully pass a thorough pre-employment background investigation including criminal, credit, education, verification of work history and professional references.
San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.



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