Bilingual Receptionist

SOUTHERN ARIZONA AIDS FOUNDATION•Tucson, AZ

1d•Onsite

About The Position

The Receptionist is an on-site position at the Park office responsible for greeting clients and visitors in person and by phone, supporting a positive agency presence in the community. Duties include photocopying, faxing, mail and message processing, word processing, data entry, maintaining the appearance of public areas, and providing administrative support to the Care Services Management Team as assigned by the Associate Director of Care and Housing Services. The role also includes general office support and inventory control of office supplies. This position reports to the Associate Director of Care and Housing Services and is a full-time, non-exempt role (40 hours per week, Monday–Friday, 8:00 am–5:00 pm, on-site) bilingual (Spanish/English).

Requirements

Bilingual (Spanish/English)
Two years of experience in a receptionist or similar administrative role.
Experience providing high-volume customer service.
Strong clerical, organizational, written, and verbal communication skills.
Proficiency in Microsoft Word, Excel, Outlook, and Teams.
Ability to operate standard office equipment (computers, copiers, printers, etc.).
Ability to handle confidential information with professionalism and discretion.
Demonstrated ability to work both independently and collaboratively.
Strong interpersonal skills and ability to interact effectively with diverse populations, including clients, staff, volunteers, and the public.
Ability to maintain punctuality and reliably open/close office facilities as required.
Valid Arizona driver’s license, reliable transportation, current insurance, and insurable driving record that will be supported by our liability insurance provider.
Ability to obtain or maintain appropriate fingerprint clearance through the Arizona Department of Public Safety (paid for by SAAF if not current).

Nice To Haves

Self-starter with strong attention to detail who can work autonomously
Experience working with multiple phone lines
Experience working with and managing volunteers

Responsibilities

Serve as the primary front desk representative, welcoming clients, vendors, and visitors; issuing identification badges and routing individuals appropriately while maintaining a positive, professional image of the agency.
Act as the main point of telephonic and electronic contact for the agency, including answering and routing phone calls, distributing voicemails, and monitoring receptionist email and communication platforms
Assist with processing daily incoming and outgoing mail for the Park Office
Receive and process rent payments, donations, and related documentation in coordination with agency procedures.
Maintain inventory and organization of office, breakroom cleaning schedule and reception supplies and prepare supply orders.
Ensure cleanliness, accessibility, and overall appearance of public areas, including reception spaces, conference rooms, and client areas; maintain stock of brochures, flyers, and prevention supplies.
Trains, supervise and schedules reception volunteers at the Park Office
Ensure volunteers utilize internal systems properly.
Assist with administrative functions including meeting note-taking, staff communication, incident reporting, general office coordination, and gathering/preparing information for reports as needed.
Ensure SAAF lobby door is open at 8:00 a.m. each workday and closed and locked at 5:00 p.m.
Ensure the main doors are locked at noon and unlocked at 1:00 pm for lunch.
Post and removes notices to clients, staff, and public in a timely fashion.
Participate in staff meetings, fire drills, and other organizational activities.
Provide administrative and confidential support to the Care Services Management Team, including scheduling, calendar coordination, meeting preparation, project tracking, communication with staff and other departments, and administrative needs, as assigned.
Prepares check requests as needed.
Perform additional duties as assigned by the Associate Director of Care and Housing Services