SPANISH Bilingual - Front Desk Office Administrative

*Position: Office Administrative Assistant/Reception* This position requires a responsible and personable individual to provide holistic support for residents of the Roosevelt Park Ministries’ neighborhood and surrounding area by giving a warm welcome to visitors, answering phones in both English and Spanish, translating basic documents, and giving out information about our services and programs.
Roosevelt Park Ministries is a non-profit organization located in the Roosevelt Park area of Grand Rapids.
This opportunity will allow the intern to utilize both Spanish and English skills.
RequiredsRequired shiftshifts vary Monday through Thursday: *Mondays and Wednesdays 9:00 AM-5:00 PM and sometimes until 7:30 PM* *Tuesdays and Thursdays: 9:00 am - 7:45 pm* *\* Some weekend work required for special events\** *SPANISH BILINGUAL: This position is available to start inmediately.
* Position Purpose: *Provide administrative support to Directors and clients through a warm welcome and sign-in, answering phones, translation of basic documents, and other duties as assigned.
* *Maintaining Cleanliness and Order: Keeping the front desk area clean, organized, and presentable.
* *Adhering to Security and Safety Protocols: Following security and safety procedures and reporting any suspicious activities or incidents to appropriate personnel.
* *Handling Special Requests: Dealing with special requests from employees or visitors.
* *Multitasking: The role often involves handling multiple tasks simultaneously, so strong organizational and multitasking skills are essential.
* * *Organizational Relationships: Reports to the Director.
* * *Critical Attitudes:* * *Teamwork /Relationships* * *Works well as part of a team* * *Works effectively with others* * *Accepts constructive criticism* * *Attitude toward Work* * *Positive attitude about the work and colleagues* * *Ability to acknowledge problems propose solutions* * *Independence/ Initiative* * *Sees what needs to be done and takes action* * *Completes tasks with little need for supervision* * *Uses time effectively* * *Innovation* * *Finds new and unique solutions to problems* * *Contributes to group processes to set plans and resolve problems.
* * *Comfortable with experimentation and the ability to understand failure as a prelude to success.
* * *Dependability* * *Responsible person* * *Consistently performs well.
* * *Communication* *Greeting and Welcoming Visitors: The front desk administrative assistant is often the first point of contact for anyone entering the office.
They greet visitors, clients, and employees with a friendly and professional demeanor.
* *Answering and Directing Phone Calls: They handle incoming phone calls, directing them to the appropriate individuals or departments, taking messages, and providing general information.
* *Managing Incoming and Outgoing Mail: This includes sorting, distributing, and processing incoming mail and organizing outgoing mail or packages for courier services.
* *Scheduling and Appointments: They schedule appointments for employees or clients and maintain a calendar for meetings, conference rooms, and other resources.
* *Data Entry and Record-Keeping: Administrative assistants often have to enter data into various software systems, maintain databases, and keep records up-to-date.
* *Providing Information: They may need to provide basic information to visitors or callers, such as office hours, directions, and general company information.
* *Filing and Organizing Documents: Keeping physical and digital documents organized and easily accessible is crucial.
This includes filing, scanning, and creating a well-structured filing system.
* *Assisting with Administrative Tasks: Administrative assistants often assist with various tasks, such as drafting emails, preparing reports, and conducting research.
* *Managing Visitors and Security: Monitoring and ensuring security protocols are followed, including issuing visitor badges and maintaining visitor logs.
* *Assisting with Event Planning: If the organization hosts events or meetings, the front desk administrative assistant may help with planning and logistics.
* *Troubleshooting Basic Technical Issues: Assisting employees or visitors with basic technical issues like printer problems, Wi-Fi access, or helping with office equipment.
* *Other Duties:* * Develop program documents and marketing materials * Distribute and process mail – may assist Director with office supply orders * Translate documents between Spanish and English as requested * Assist staff with such tasks as gathering information, data entry, collating packets, production of marketing materials, and recruitment phone calls * Listen to and transcribe telephone messages *Qualifications:* Bilingual Spanish/English skills required Strong listening and relationship skills with a history of treating people with dignity and respect Basic computer skills required *A.
Speaks and writes clearly in English and Spanish* *B.
Listens well to others* *C.
Shows sensitivity and is caring* *D.
Experience in leading and inspiring others with a gracious, friendly disposition* * *Utilization of Time* * *Seeks to help others* * *Arrives at work and at meetings on time* * *Accomplishes tasks in a reasonable time* * *Accomplishments* *A.
Work is accurate and complete* *B.
Good technical skills* * *Spiritual Leadership/ Example* * *Seeks to model the Christian life* * *Ethical and honest* * *Mature Christian Faith* *IV.
Responsibilities:* *General* * *Establish a trusting relationship with the Roosevelt Park neighborhood and other clients by greeting clients in a gracious, friendly manner* * *Help clients and visitors with questions and concerns* * *Provide front desk coverage, including greeting visitors and answering phones, and general office tasks as needed* * *Use good telephone skills* * *Participate in the quality improvement process* * *May assist in fundraising events* * *May assist in the development of program documents* * *Provide information about programming to the community at large* * *Provide ad hoc and ongoing support to activities throughout the organization* *Specific* * *Distribute the mail, process outgoing mail – may help with office supply orders* * *Track attendance of client participation in programming* * *Translate documents as requested* * *Provide scheduling support for contracted services/programs* * *Write receipts for payments verify incoming checks, take inventory of office supplies to be ordered.
Communicate with building management to ensure the safety and upkeep of building.
* * *Assist staff with such tasks as information gathering, data entry, collating packets, production of marking materials, and recruitment phone calls.
* * *Listen for and transcribe telephone messages in both languages English and Spanish* * *Set up restore meeting rooms by moving tables and chairs* * *Prepare coffee, purge refrigerators* * *OTHER DUTIES AS ASSIGNED* \*Required Qualifications: *Bi-lingual English/Spanish* High School Diploma or GED Prior experience in customer service Problem Solver Highly Personable Preferred Qualifications: Vast knowledge of community resources or willingness to learn Certified or experience as translator/interpreter \*Roosevelt Park Ministries is dedicated to community development and social services to improve the quality of life for residents living in and around the Roosevelt Park neighborhood and Kent County.
*Our mission is to provide Christ-centered, holistic support to individuals, families, and youth living in and around this community.
*' ' Work Remotely * No Job Type: Part-time Pay: $15.
00 - $18.
00 per hour Expected hours: 32 – 38 per week Schedule: * 10 hour shift Education: * Associate (Preferred) Experience: * Customer service: 3 years (Preferred) Ability to Relocate: * Grand Rapids, MI 49503: Relocate before starting work (Required) Work Location: In person