Bilingual Administrative Receptionist

OUR MISSION: Mid-Willamette Valley Community Action Agency invests in people and their futures to reduce the impacts of poverty.

Our Vision: We envision a just future where our communities are empowered to reach positive

outcomes and everyone is respected for their infinite worth.

The Administration Receptionist is responsible to provide telephone coverage reception and clerical assistance. This may include distributing mail word processing photocopying filing or other projects as assigned.

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge skill and/or ability required.

EDUCATION and/or EXPERIENCE

• High school diploma or general education degree (GED)
• One year of office/clerical related experience
• Equivalent combination of education and experience may be considered

CERTIFICATES LICENSES REGISTRATIONS

• Driver Qualification Status is not required for this position.
• 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.

KNOWLEDGE SKILLS AND ABILITIES

• Demonstrates tact diplomacy and empathy when communicating with clients staff and community partners.
• 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.
  • To qualify as bilingual staff must pass a bilingual exam demonstrating fluent speaking reading and writing in English and Spanish. Required bilingual staff will receive a pay differential based on language test results.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Answers multi-line telephones in a positive timely manner. Provides basic program information for all agency programs. Screens and transfers calls appropriately. Takes thorough and accurate telephone messages and delivers them promptly. Checks agency voicemail regularly and returns calls when applicable.
• Greets visitors to the office. Provides friendly informative service to all visitors. Provides pamphlets and other basic program information. Connects visitors with programs by providing contact and site address.
• Assists visitors by answering questions seeking out appropriate staff to assist them or making referrals. Ensures that all visitors staff and guests are greeted promptly listening to ensure for understanding and directed in a professional calm demeanor.
• Processes incoming and outgoing agency mail. Utilizes postage meter and other office equipment. Date stamps correspondence and distributes it appropriately and promptly. Takes mail to the post office at the end of each day and couriers to agency sites as scheduled.
• Provides clerical support whenever possible in the areas of typing photocopying or other administration projects. Maintains admin supplies and contact service personnel for copier and postal machine issues.
• Ensures stamps vouchers gift cards bus passes and A/P checks are logged and secured at all times per Finance Department instructions. Distributes paychecks according to procedures including checking I.D. and requiring staff to initial the paycheck pick-up list.
• De-escalates visitors that may have complaints or demand to speak to staff. Contacts 911 in an emergency and uses the all-call phone alert to staff of fire or other emergency according to procedures. Reports suspicious activity promptly to management and carries out instructions.
• Follows HR procedures with new staff during New Staff Orientation and other HR events such as hiring events or committee meetings to ensure the conference rooms are booked in advance.
• Administers the volunteer registration process for agency volunteers. Submits background checks in a prompt manner follows up and reports status of clearing weekly to managers with volunteer projects such as Warming and Outreach.
• Rotates kitchen duty (clean-up and coffee-making) with other programs in the Main Office.
• Complies with MWVCAA safety and personnel policies including punctuality and attendance.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus. Speaking and hearing abilities are required.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.
• Incidental driving tasks may be requested for employees with a personal vehicle and proof of current auto insurance.
• Requires basic planning and problem solving skills with the assistance of office management.

WORK ENVIRONMENT

• Indoor office work environment with frequent interruptions and demands.
• Working with coworkers/clients over the phone and in-person.
• Occasional noise and distractions in work spaces.
• On-site work is required in this position.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race religion color national origin sex sexual orientation gender expression age veterans and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process or reasonable accommodations to perform the essential duties of the position please notify a member of our team at .

Required Experience:

Junior IC