Bilingual Administrative Assistant

GoochlandCares•Goochland, VA

About The Position

The Bilingual Administrative Assistant facilitates communication between clients and providers and serves as a welcoming presence, addressing Front Desk needs in an attentive, friendly, efficient, and courteous manner. The position supports clients, staff, volunteers, visitors, and donors using a trauma-informed care approach. The role also supports the Registration and Development departments, assists with volunteer engagement, maintains organizational communications and supplies, and connects clients with programs offered by local agencies and community partners. The position requires confidentiality and compliance with applicable ethics and standards.

Requirements

High school diploma or GED.
At least one year of experience working in an office setting translating or interpreting between English and Spanish.
Ability to effectively translate for Spanish-speaking clients and address language barriers.
Fluency in written and spoken English and Spanish.
Experience with data entry and compiling information from various sources into spreadsheets.
Ability to operate a multi-phone-line system courteously and promptly, route calls appropriately, and address questions and concerns.
Strong interpersonal communication and collaboration skills, with a caring, tactful, diplomatic, and respectful attitude toward staff, volunteers, and patients.
Ability to multitask, pay close attention to detail, and manage different priorities.
Ability to empathize with clients and be patient while providing trauma-informed care.
Experience working in an ever-changing work environment.
Commitment to the mission of GoochlandCares.
Strong self-awareness and willingness to seek assistance when needed.
Understanding that all employees participate in engaging volunteers to help fulfill the organization's mission.
Notary or willingness to become a notary.
Basic computer skills.
Experience with Microsoft Office, specifically Excel.
Ability to sit, type, and talk for prolonged periods and lift up to 30 pounds.

Responsibilities

Respond to phone calls promptly and make outbound calls to remind clients about appointments or inform them of transportation timelines.
Translate documents, flyers, policies, brochures, and other materials from English to Spanish for GoochlandCares departments and clients.
Ensure Front Desk safety precautions are in place and alert authorities when needed.
Supervise and train Front Desk volunteers, empowering them to perform daily Front Desk duties.
Enter Food Pantry client sheets into eCW to track daily visitors for statistical, grant proposal, and reporting purposes.
Keep the lobby and surrounding areas clean and organized throughout each day.
Monitor organizational office supply inventory and place orders as needed.
Coordinate coverage with staff who are out of the office or on PTO, or coordinate with the appropriate backup person.
Create and maintain client, volunteer, donor, staff, and organizational information and communications, including weekly roundups, huddle notes, staff lists, and front-door signs.
Recruit, schedule, and arrange donated dinners for volunteers and staff working evening shifts, and send thank-you letters.
Know programs offered by local agencies and community partners and refer clients as needed.
Complete client intake appointments in support of the Registration Program.
Collect and organize client documents for the Registration Department so clients can sign appropriate documentation.
Obtain monetary donations from donors and write and mail donor thank-you letters in support of the Development Department.
Provide data, stories, and photos about programs as needed to support the organization's mission.
Support first-time volunteer tours as needed and ensure new volunteers feel welcomed, receive a nametag and T-shirt, and learn about GoochlandCares' mission and values.
Comply with applicable ethics and standards, particularly those relating to confidentiality.
Complete other duties as assigned.