Front Desk Specialist

Hope For Prisoners•Las Vegas, NV

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About The Position

The Front Desk Specialist is an essential part of the team, providing support to individuals transitioning back into the community after incarceration. Serving as the first point of contact, this role creates a welcoming, trauma-informed, and respectful atmosphere while delivering both administrative and program support. The specialist assists clients in accessing services, ensures efficient front-office operations, and reflects the organization’s commitment to dignity, equity, and second-chance opportunities. This position is responsible for managing the reception area, greeting visitors, data entry, filing, answering phone calls, scheduling appointments, and completing a wide range of clerical tasks that keep daily operations running smoothly. Monday – Friday 8:30 – 5:00 and during workshop week, flexible hours 7-4.

Requirements

Excellent Communication Skills: Ability to communicate clearly and professionally, both verbally and in writing.
Strong Customer Service Skills: Ability to provide positive and helpful experience for visitors and clients from diverse backgrounds, including those impacted by the justice system.
Resolve basic customer concerns: refer to the appropriate person when necessary.
Problem-Solving Skills: Ability to identify and resolve issues in a timely and efficient manner.
Strong organizational skills with a focus on accuracy: effective multitasking, and consistent reliability in managing time and details.
Professional Demeanor: Maintain a professional appearance and demeanor at all times.
High School diploma or equivalent
Proficient in Microsoft Office and Other Computer Systems: Ability to use computer software for data entry, scheduling, and other administrative tasks.
Type 45 WPM

Nice To Haves

Preferred working experience with the reentry population, behavioral, or social services.

Responsibilities

Answer inquiries, provide directions, route phone calls, emails, and inquires, and offer assistance to visitors and clients.
Ensure the reception area is tidy, organized, and well stocked with necessary materials.
Manage calendars, schedule appointments, meetings, events.
Complete clerical tasks such as photocopying, filing, scanning, faxing, and preparing documents.
Coordinate with case managers, employment specialists, and program staff to ensure smooth client flow
Answering and managing incoming calls by screening, directing, and taking messages, then routing those messages to the appropriate person through Teams to ensure timely and professional communication.
Coordinate with internal departments to support day-to-day operations
Assist with data entry within Apricot and other databases and/or spreadsheets
Receive, sort, and distribute mail and deliveries. Process incoming and outgoing mail, packages, and documents on a daily basis.
Greet visitors/clients, determine the purpose of their visit, and direct them to the appropriate person.
Assist clients with check-in procedures, intake forms, and appointment scheduling
Provide clear information about available programs, resources, and next steps
Maintain confidentiality and follow all privacy and safety protocols
Provide excellent customer service by creating a positive first impression through empathy, professionalism, and cultural awareness.
Assist with distributing resources such as bus passes, hygiene kits, or program materials.
Help clients access technology (computers, phones, online forms), as needed
Support workshops, orientations, and events by preparing materials, recording attendance, and organizing supplies
Prepare orientation packets, intake assessments, graduation certificates, and other program documents
Utilize data systems such as Apricot for documentation and reporting