Bilingual Receptionist

CLASSIFICATION PURPOSE

This non-exempt position is responsible for presenting a positive, professional, and productive image to external clients and internal staff in person as well as on the telephone and performing various administrative duties with efficiency; perform related work as required.

ESSENTIAL FUNCTIONS

The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.

• Answers multi-line telephones;
• screens and directs incoming calls appropriately;
• personifies excellent organizational skills regarding resources, files, and priorities;
• upon receiving training, proficiently operates within the company CRM and business software applications;
• demonstrates standard office administrative responsibilities (e.g., data entry, filing, maintaining spreadsheets, document preparation/letter writing);
• provides general office support as needed;
• always presents a positive and resourceful demeanor;
• monitors incoming and outgoing communication;
• conducts data entry on prospective and current customers using company software applications;
• takes and relays messages;
• provides information to callers;
• greets persons entering the organization and has them sign into the Visitor Log;
• directs persons to correct destination;
• deals with queries from the public and customers;
• receives and sorts mail and deliveries;
• maintains a professional appearance of reception area;
• arranges courier/messenger services;
• ensures office supply inventory is organized and replenished as needed;
• places orders with vendors as requested;
• prepares correspondence and proofreads documents;

• creates forms; • coordinates meetings;

• assists facilities management;
• supports human resources (e.g., new hire paperwork, employee identification, state, and federal programs) and

safety (e.g., SDS, training, injuries);

• completes and reviews various forms for accuracy, completeness, and compliance;
• demonstrates excellent Microsoft Office skills (e.g., Word, PowerPoint, Excel);
• maintains an accurate and efficient set of office management standard operating procedures;
• coordinates company events as they are required;
• completes special projects as assigned;
• provides excellent service (e.g., accurate, complete, and timely) to clients, vendors, and staff in a courteous and

efficient manner.

COMPETENCIES

• Customer Service: Consistently exceeds customer expectations; keeps customers well-informed, listens to them attentively, and addresses their concerns; enacts a personal approach to customer service.
• Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost, and quality; holds performance as more important than process; sets specific, measurable, and relevant goals and takes efficient action to accomplish success.
• Telephone Skills: Adept at using multi-line phone systems; greets, transfers, and places incoming calls on hold, correctly and personably; conveys positive professional tone regardless of caller, message, or intent. 2/21/2025 Page 2 of 2
• Administrative Efficiency: Demonstrates highly-efficient time management skills; adept at multi-tasking to accomplish goals; demonstrates strong attention to detail, file management, and mail processing skills.
• Office Equipment: Strong expertise in Microsoft Office applications and company software packages; supports others’ usage of standard office equipment (e.g., printers, fax, copiers); ensures office equipment is in proper working condition.
• Organization and Planning: Maintains an accurate schedule of events; prioritizes activities correctly to ensure deliverables are produced on time; electronic and hard copy files are systematically arranged and easily retrievable; understands the departmental and organizational calendars.
• Interpersonal Skills: Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; is approachable; has effective communication skills

WHAT THE COMPANY OFFERS

• Medical, Dental and Vision benefits with an employer contribution;
• 401k Plan with an employer contribution;
• Paid time off (PTO) and sick leave;
• Company paid holidays.

EDUCATION/EXPERIENCE

An example of the preferred education, training, and/or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes: at least one (1) year of receptionist experience demonstrating the qualifications similar to those presented above.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification. Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis. Frequent: sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending and stooping, twisting of waist side-to-side, turning and flexion of the neck, lifting and carrying objects weighing up to 50 pounds; normal manual dexterity and hand-eye coordination; corrected hearing; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus and vision to normal range.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS

Pre-employment: Incumbents must sign the Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job. License: Incumbents are not required to possess a valid driver’s license. Certifications: No certifications are required of this job classification.

Language: It is required that the incumbent be bilingual in English and Spanish.

Working Conditions: Work is predominately in an office environment with associated noise, space, and computer screen exposure.

Background Investigation: Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates may be subject to a background investigation and/or drug test.

Introductory Period: Incumbents appointed to this job classification serve an introductory period of 90 days.

KEY PERFORMANCE INDICATORS

The Key Performance Indicators for this position will be specified at the time of appointment.