Nat- Nadfs Receptionist

NORTHERN ARAPAHO DEPARTMENT OF FAMILY SERVICES

219 S. 2nd West, Riverton, WY 82501

A Receptionist serves as the first point of contact for Northern Arapaho Department of Family Services. Creating a positive and welcoming first impression is vital for all visitors, clients, and employees. The Receptionist duties encompass a range of administrative and customer service tasks that directly contribute to the smooth operation of the office. It is the Receptionist's responsibility to ensure the front desk and waiting area provide a professional atmosphere at all times.

Greeting and Welcoming Visitors:
Receive visitors in a professional and courteous manner. Let them know to make themselves comfortable while you notify the appropriate worker of their presence. Offer coffee and water while they wait. Then notify the appropriate worker that their client has arrived.

Answering and directing phone calls:
Handle incoming calls with a polite and courteous demeanor, take detailed messages, and transfer calls as required. Please keep in mind client confidentiality is to be adhered to at all times. Under no circumstances should any information regarding clients or cases be given to callers or visitors by the administrative team. Direct all such inquiries to the appropriate caseworker or supervisor.

Further, no case discussion or case files should be auditable or visible to anyone visiting the front desk or waiting area.

Handling Appointments and Schedules for all Northern Arapaho Vehicles:
Schedule appointments for vehicle maintenance, repairs, cleaning, and fuel. Maintain a calendar posting of these events keeping all departments abreast of vehicle maintenance schedules. Further, coordinate monthly vehicle inspections, and periodic visual checks of the vehicle standards that are being kept by colleagues. Report all findings to your supervisor via email or memo.

Maintain Office Security:
Monitor visitor access, check with the appropriate worker to confirm the meeting prior to allowing entrance to a client or visitor. Ensure all security procedures are followed. Unlock the front door upon opening and turn on lights; locking the door and turning off lights upon closing. Be sure all NADFS vehicles are locked every night and the keys to said vehicles are turned in.

The key box should be locked away in the appropriate area during off hours. The reception area should never be left unattended, if you need to step away it is your responsibility to notify your supervisor and find coverage for the front desk in your absence.

Mail and Deliveries:
All incoming mail shall go to the office manager to be distributed to the appropriate department/worker. The receptionist shall keep master copies of all court documents by making copies of all court or other pertinent documents needed for the master files and shall be kept in the receptionist's care. Notify the appropriate department’s supervisor of deliveries and to pick them up from the front desk.

Provide General Administrative Support:
Assist with tasks at the request of your direct supervisor or the director of Northern Arapaho Department of Family Services. Such tasks may include but are not limited to data entry, filing, photocopying, and faxing.

Maintain Cleanliness and Organization of the Reception Area and Meeting Rooms:
Ensure the reception area and Meeting Rooms are clean and tidy at all times. Restock supplies (may be in Connex), refill that paper in the copiers, coffee, and water as needed. Daily wipe down every surface with a disinfectant wipe to help cur bed the spread of germs and maintain the health of all workers and visitors. Maintain a schedule of the conference room meetings and times.

If there has been a visitation in one of these areas, following the visitation check to see that the reception area and Meeting Rooms have been returned to their previous standard. If not, notify the supervisor of that department, make them aware of the situation, and that it needs to be resolved immediately.

Overall, the receptionist plays a vital role in creating a positive first impression and ensuring the smooth operation of the Northern Arapaho Department of Family Services. Their diverse responsibilities and skills contribute to a welcoming and efficient workplace.

This document outlines the policies and procedures that must be followed by all administrative positions within the Northern Arapaho Department of Family Services. Adhering to these guidelines ensures consistency, effectiveness, and professionalism in all administrative tasks.

Professionalism:
Maintain a professional and courteous demeanor in all interactions with colleagues, clients, and the general public. This includes appropriate dress, language, and behavior.

Confidentiality:
Handle all Northern Arapaho Department of Family Services Tribal and client information with the utmost…