What are the responsibilities and job description for the Bilingual Administrative Assistant position at Primavera Foundation?

About Primavera Foundation

The Primavera Foundation is co-creating pathways out of poverty through housing, workforce development, homeownership and financial education, and community building and engagement.

The Administrative Assistant will be part of the Operations team within Primavera Foundation. This position includes general administrative support, general secretarial support, and reception support. The individual hired will provide welcoming and helpful assistance to individuals who visit Primavera's Homeless Intervention and Prevention site and Primavera's Training Center. The successful candidate will be a cooperative team player with a drive to help others, who has excellent organizational. clerical and listening skills are flexible in terms of the ability to juggle and prioritize varying tasks, demonstrate careful attention to detail, and maintain structure to ensure the quality and accuracy of information and services provided.

DUTIES AND RESPONSIBILITIES (Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by leadership) :

Greet, welcome, and provide accurate information to visitors, participants, and staff.
Calmly navigate interactions with program participants and / or challenging visitors to the organization.
Answer a multi-line phone system for the organization.
Provide general program information and appropriate referral information.
Navigate phone system calls including transferring, using intercom, and taking messages as appropriate.
Maintain a friendly, clean, and safe environment in the building's reception / lobby area.
Maintain records systems, files, and copies.
Respond promptly to email messages, and disseminate routine communications including fax documents.
Provide a range of clerical support to the organization including data entry in Excel and other systems, developing and editing Word documents, and scheduling meetings
Assist in handling incoming and outgoing mail. Receive and distribute interoffice and participant mail in an organized and timely manner.
Travel to different offices throughout the day to fulfill job requirements and collaborate with team members as needed.
Maintain shared calendars and meeting / event / information boards as needed.
Work on special projects assigned by the supervisor and / or other leadership.
Adherence to and demonstration of Primavera's guiding principles of integrity, respect, accountability, compassion, and leadership.
Other duties as assigned by leadership.

KNOWLEDGE, SKILLS, AND ABILITIES

Demonstrated ability to effectively adjust to changing priorities and environments.

Excellent organizational skills

Excellent interpersonal, written, and verbal communication skills

Ability to multi-task, and demonstrate resourcefulness and flexibility

Ability to work effectively with diverse populations including participants, volunteers, and other staff

MINIMUM QUALIFICATIONS

High School Diploma or General Equivalency Diploma (GED)

Two years of professional experience working in a customer service-related, administrative support position

Proficiency with Microsoft Office, especially Outlook, Word, and Excel as well as web-based databases.

PREFERRED QUALIFICATIONS

Prior experience working with low-income individuals and service programs

Bi-lingual in English and Spanish (spoken and written)

Four years of professional, administrative support experience in an office setting

PHYSICAL ENVIRONMENT / CONDITIONS

Ability to work in a busy office environment with moderate noise levels, seated with intermittent standing, walking, bending, and stooping

Ability to lift and carry up to 25 pounds

Visual acuity and hand dexterity to work with computer programs, documents, reports, and other data sources for reading, entering, processing, and routing information

Ability to work proficiently with basic office equipment, including various computers, printers, fax machines, and copiers / scanners.

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