Administrative Receptionist-Bilingual Required

Mid-Willamette Valley Community Action Agency•Salem, OR

2d•$20 - $25•Onsite

About The Position

The Administrative Receptionist is responsible for providing telephone coverage, reception, and clerical assistance. This may include distributing mail, word processing, photocopying, filing, or other projects as assigned. The position requires bilingual English-Spanish skills, with fluency in speaking, reading, and writing in both languages demonstrated through an exam. A pay differential is provided based on bilingual exam results. The role involves greeting visitors, answering multi-line telephones, processing mail, providing clerical support, managing supplies, distributing paychecks, de-escalating visitor issues, administering volunteer registration, and rotating kitchen duty.

Requirements

High school diploma or general education degree (GED)
One year of office/clerical related experience
Equivalent combination of education and experience may be considered
Candidate must pass a comprehensive MWVCAA background screening prior to employment
Successful registration with the Central Background Registry of the Child Care Division.
Candidate must pass pre-employment and random drug/alcohol screenings.
Basic proficiencies in computers, Microsoft Word, Excel and Outlook, database software, and web tools.
Effective interpersonal communication skills, in both oral and written form.
Bilingual English-Spanish skills are required for this position.
Must pass a bilingual exam demonstrating fluent speaking, reading, and writing in English and Spanish.

Nice To Haves

Demonstrates tact, diplomacy and empathy when communicating with clients, staff and community partners.

Responsibilities

Provide telephone coverage, reception, and clerical assistance.
Distribute mail, word process, photocopy, file, or complete other assigned projects.
Answer multi-line telephones in a positive, timely manner.
Provide basic program information for all agency programs.
Screen and transfer calls appropriately.
Take thorough and accurate telephone messages, and deliver them promptly.
Check agency voicemail regularly and return calls when applicable.
Greet visitors to the office with friendly, informative service.
Provide pamphlets and other basic program information.
Connect visitors with programs by providing contact and site address.
Assist visitors by answering questions, seeking out appropriate staff, or making referrals.
Ensure all visitors, staff, and guests are greeted promptly, listened to for understanding, and directed in a professional, calm demeanor.
Process incoming and outgoing agency mail.
Utilize postage meter and other office equipment.
Date stamp correspondence and distribute it appropriately and promptly.
Take mail to the post office at the end of each day, and courier to agency sites as scheduled.
Provide clerical support in typing, photocopying, or other administration projects.
Maintain admin supplies and contact service personnel for copier and postal machine issues.
Ensure stamps, vouchers, gift cards, bus passes, and A/P checks are logged and secured at all times per Finance Department instructions.
Distribute paychecks according to procedures, including checking I.D. and requiring staff to initial the paycheck pick-up list.
De-escalate visitors that may have complaints or demand to speak to staff.
Contact 911 in an emergency, and use the all-call phone alert to staff of fire or other emergency according to procedures.
Report suspicious activity promptly to management, and carry out instructions.
Follow HR procedures with new staff during New Staff Orientation, and other HR events such as hiring events or committee meetings to ensure conference rooms are booked in advance.
Administer the volunteer registration process for agency volunteers.
Submit background checks in a prompt manner, follow up, and report status of clearing weekly to managers with volunteer projects such as Warming and Outreach.
Rotate kitchen duty (clean-up and coffee-making) with other programs in the Main Office.
Comply with MWVCAA safety and personnel policies, including punctuality and attendance.