Bi-Lingual Receptionist

  Catholic Charities

Job Title:

Bi-Lingual Receptionist

FLSA:

Non-Exempt

Department/Group:

Administration

Travel Required:

Very Limited

Location:

Lehigh/Northampton In-Office

Working Days/Hours:

2 to 3 weekdays per week 8AM-4PM

Accountability:

Reports to Managing Director

Position Type:

Part Time

15.0-22.5 hours/week

Summary

As a Bi-Lingual Receptionist (English and Spanish), you will play a crucial role in creating a welcoming environment for clients, staff, and visitors. You will be the first point of contact for individuals seeking assistance, and your friendly and professional demeanor will set the tone for their experience. This position requires exceptional communication skills, multi-tasking abilities in a fast-paced office, and a commitment to maintaining the confidentiality and sensitivity required in a human services agency.

Duties and Responsibilities

Greeting and Welcoming

  • Warmly welcome clients, staff, and visitors as they enter the agency.
  • Provide a positive and empathetic first impression, demonstrating sensitivity to the needs of clients who may be experiencing challenging circumstances.

Client Assistance

  • Answer inquiries regarding agency programs, services, and eligibility criteria.
  • Assist clients in filling out intake forms and paperwork as needed. Phone and Email Communication
  • Manage incoming calls and route them to the appropriate staff members or departments.
  • Respond to general inquiries via email in a timely and professional manner. Appointment Scheduling
  • Schedule and confirm client appointments with agency staff members.
  • Maintain an organized appointment calendar and ensure timely reminders. Administrative Support
  • Perform basic administrative tasks such as data entry, filing, and photocopying.
  • Maintain and update client records with accuracy and confidentiality. Security and Safety
  • Monitor the reception area to ensure a safe and secure environment.
  • Follow agency protocols for handling emergency situations or client distress. Supplies and Resources
  • Manage office supplies, ensuring that the reception area is well-stocked.
  • Maintain brochures, informational materials, and resources for clients. Professionalism
  • Treat all clients and colleagues with respect and dignity.
  • Maintain a professional appearance and demeanor at all times. Other Duties as Assigned

Minimum Educational Qualifications

  • High school diploma or equivalent.

 

Required Knowledge and Skills

  • Must be willing to work within the guidelines of the Catholic Charities’ mission and the teachings of the Roman Catholic Church.
  • Proficiency in oral and written English language. Proficiency in Spanish is also required.
  • Previous experience as a receptionist or customer service role is preferred.
  • Very strong customer service skills and multitasking abilities.
  • Well-developed computer skills, including ability to easily use Outlook, Word, Excel and phone system.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Empathetic and patient approach when dealing with clients in distress.
  • Must enjoy working in a very fast-paced environment, with the ability to work as part of a team.

Physical demands

  • Notwithstanding applicable ADA accommodations, while performing the duties of this job, employee is regularly required to: sit; walk and stand; speak or hear, both in person and by telephone. Use of hands to operate standard office equipment; with occasional reaching and lifting up to ten pounds is required.
  • Employee may be required to be able to drive his/her vehicle to other Catholic Charities or Diocese of Allentown locations; the ability to drive to those locations safely is required, unless exceptions are explicitly recommended by the Managing Director, or in keeping with ADA requirements.

Working Conditions

  • General office setting.
  • Must be willing/able to travel to conferences, trainings, etc, when required by supervisor.
  • Must demonstrate respect and professionalism toward all clients in all interactions.
  • Normal work hours are weekdays, 8:00 to 4:00pm.

Required Clearances and Trainings

  • Prior to start date, all Safe Environment Clearances must be received and reviewed, including FBI fingerprint, Pennsylvania State Police and Pennsylvania Department of Health and Human Services clearances. All clearances must be renewed in accordance with Diocese of Allentown and/or Commonwealth of Pennsylvania for duration of employment.
  • Prior to start date, completion of Mandated Reporter Training (MRT) and every 5 years thereafter or when required by agency, Diocese of Allentown, and/or Commonwealth of Pennsylvania.
  • Completion of Protecting God’s Children Training (PGC) within 3 weeks of start date and monthly online bulletins, as well as any recertification, for the duration of employment.
  • Any additional requirements implemented by the Diocese of Allentown, the Commonwealth of Pennsylvania or specific grantors, for the duration of employment.

Additional Notes

The above statements are intended to describe the general nature and level of work being performed by staff assigned to this job. They are not intended to be an exhaustive list of all responsibilities and duties of staff so classified.

Employee:

 

Date:

 

Managing Director:

 

Date:

 

Last Updated By:

Andrea Kochan Neagle

Date/Time:

September, 2023