Office Manager - Prairie Band Propane

Description

Primary Accountabilities: 

The Office Manager is responsible for answering and routing incoming telephone calls as well as taking and relaying messages, greeting visitors and performing general clerical and accounting 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 mailbox dail, opens and distributes to employees

• Greets 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. 

• 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 office/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.

Requirements

• Must have a High School diploma or equivalent; post-secondary education in Business Administration or a related field preferred.

• Minimum of four (4 ) years of office management experience.

• Outstanding customer service skills.

• Ability to work independently and be self-motivated.

• Ability to meet deadlines and work under pressure.

• Ability to prioritize and manage work effectively and efficiently to accomplish tasks while managing multiple projects at the same time and delivering friendly service.

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures and governmental regulations in a variety of formats.

• Effective communicator (verbal, written and body language) and strong team player.

• Must have a valid driver’s license and reliable transportation.

• Ability to problem-solve rationally and with common sense.

• Proficient math skills (basic math principles, computations, etc..

• Proficient knowledge of Microsoft Suite products (Word, Excel, Outlook) is required.

• Knowledge of general office equipment.

• Must have the ability to respect diversity and individual needs.

Physical Demands: 

• Physically mobile with reasonable accommodations.

• Ability to sit for extended periods of time.

• Ability to read computer screens, email and talk on the phone.

• Ability to bend, reach, kneel, twist and grip items while working at assigned desk area.

• Ability to lift up to twenty-five (25) pounds.

Work Environment:

• Professional, fast-paced and deadline-oriented environment in an office setting.

• Constant interaction with staff and customers.

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. 

Indian Preference Exercised: 

Prairie Band, LLC 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 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2-4(B). 

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