Front Office Assistant; Bilingual

Front Office Assistant (Bilingual)

Front Office Assistant is the face of the organization and requires a friendly yet firm approach, punctuality, composure, open‑mindedness and key relationship‑building skills. The role performs receptionist, clerical, and administrative duties for the Admissions & Recruitment department and/or the agency. The assistant will make routine choices within established procedures with readily available supervision and perform simple troubleshooting, selecting solutions from proven alternatives.

Frequent interaction will provide basic information or occasional interaction requiring detailed procedural explanations or technical responses.

• Conduct Reception responsibilities, including but not limited to:
  • Receive incoming contacts in a professional, helpful, and positive manner.
  • Forward calls to appropriate personnel.
  • Disseminate verbal/written messages in a clear and concise manner while maintaining confidentiality.
  • Accurately answer client inquiries regarding the agency.
  • Provide information about referral agencies.
• Provide professional, helpful, and positive assistance to walk‑in clients, applicants, and visitors: record check‑in times and notify appropriate personnel in a timely fashion.
• Provide assistance to agency employees by sorting and disseminating incoming correspondence, including emails, faxes, and voicemails.
• Provide clerical and administrative assistance to the Admissions & Recruitment Department: create labels for application files, data entry, order supplies, and track/monitor the department budget.
• Maintain security by following procedures, monitoring visitor logs, and issuing visitor badges.
• Keep a safe and clean reception area by complying with procedures, rules, and regulations.
• Confirm requests for conference rooms and maintain conference room calendars accurately.
• Provide program information and instructions on how to apply to the Early Childhood Program to clients who contact the Admissions office; make note of all client contacts in the family's electronic record.
• Assist with daily and year‑end document retention processes for students who drop and/or age‑out of the program.
• Perform other duties as assigned or requested.

• High School Diploma or GED.
• Requires one year of equivalent work experience.
• Bilingual English/Spanish (verbal and written) required.
• Social Event Planning skills are a plus.

• Proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra‑department and inter‑department staff, vendors, clients, visitors, and contractors.
• Ability to follow verbal and written instructions; interpret and present information efficiently and effectively.
• Ability to adapt and quickly learn how to use technology, equipment, software applications such as MS Office.
• Basic‑Intermediate MS Office and Office 365 skills.
• Ability to multi‑task and work well under pressure.
• Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
• Advanced organizational skills, efficiency skills, and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.

In‑person work and collaboration are requirements for this position. The employee is expected to physically report to the assigned work site as scheduled by the supervisor. At the agency's discretion, this position may allow remote work for specified periods of time or a determined percentage of the work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as inclement weather, special projects, or travel.

These arrangements are approved on an as‑needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case‑by‑case basis, focusing first on the business needs of the organization.

Work in a normal office environment. The employee is subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout daily job performance. Intermittent effort involving lifting of amounts between 5 and 25 pounds is required. The work requires moderate attention to detail and deadlines between 15% and 45% of the time. Regular and reliable attendance is required.

Pay Range Job Code: 10