Temporary Receptionist - Winnipeg, Canada - Pembina Trails School Division
Description
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RECEPTIONIST
START DATE: June 24, 2024
END DATE: June 20, 2025
Position Title: Temporary Receptionist
Department: Human Resources
Reports To: Chief Human Resources Officer through the Executive Assistant
Union Status: CUPE 5121
Location: Administration Office
Hours: Regular Full-Time (7 hours/day)
Language Requirement: English
Job Description Reviewed: November 2023
* NEW APPLICANTS WHO MAY BE CONSIDERED WILL BE REQUIRED TO SUCCESSFULLY COMPLETE A SECRETARIAL SKILLS ASSESSMENT.
Purpose of Position
The Receptionist is the first point of contact for employees or visitors at the Administration Office. They create a welcoming environment for the Division, its employees, and visitors.
Key Responsibilities
Duties include, but are not limited to, the following:
· As the first point of contact, welcomes visitors at the front desk by greeting them in a warm and friendly manner, directing and alerting staff when their visitors have arrived.
· Answers, screens, takes messages or forwards incoming phone calls to the appropriate staff in a polite and friendly manner.
· Provides basic and accurate information in-person and via phone/email.
· Takes visitor or caller complaints or issues and passes them on to the appropriate individual.
· Provides administrative support to the Human Resources department and other departments when needed.
· Ensures the reception area is always tidy and presentable, with all necessary stationery and material (example, pens, forms, brochures).
· Receives, sorts, and distributes daily mail/faxes/deliveries.
· Checks, sorts, and forwards emails as needed.
· Maintains office security by following safety procedures and controlling access via the reception desk.
· Responds to basic parking and artwork display inquiries.
· Orders, organizes, and maintains office files and supplies.
· Updates calendars on meeting room doors daily and provides the caretaker with this information.
· Prepares spreadsheets, letters, memos, etc., when requested.
· Coordinates external courier pickups for staff.
· Performs other duties as may be assigned to support the efficient operation of the Department.
Skills and Qualifications
Skill and Knowledge – Required:
· Grade 12 education or GED and administrative training or equivalent combination of skills and experience.
· Proficiency with Microsoft office (Word, Excel and Outlook).
· Minimum typing speed of 50 wpm.
· Ability to operate Polycom multi-line switchboard.
· Ability to maintain discretion with respect to sensitive or confidential information.
· Strong organizational and time management skills, with the ability to multi-task and prioritize.
· Well-developed interpersonal, public relations and customer service skills.
· Ability to maintain discretion with respect to sensitive or confidential information.
· Ability to work both independently and in a team environment.
Skill and Knowledge – Desired:
· Experience in a large urban school division.
Conditions of Employment
· Police Information Check
· Child Abuse Registry Check
· Completion of Commit to Kids or Respect in Schools training
· Completion of New Employee Safety Orientation
Working Conditions & Physical Demands
· Work is in an office environment.
· May require long periods at a desk, and time in front of a computer.