Receptionist - Office Administrator (BILINGUAL SPANISH REQUIRED)

Receptionist - Office Administrator

January 29, 2025

PART-TIME and NON-EXEMPT

Benefits Eligible:  YES

Reports to:  HR Director

Schedule of Hours:  Two Shifts Available, M-F, 8:00AM-1PM or M-F 1PM-7PM

Hybrid Schedule Available: 100% required on site

Mandated Reporter: NO      

ABOUT THE ORGANIZATION

Community Overcoming Relationship Abuse (CORA), is the only agency in San Mateo County providing crisis intervention and supportive services to survivors of domestic violence and their children, seeks an Office Administration Specialist – Front Desk.  This position is to be the face of the organization/ administrative support for CORA, as well as provide support to the fundraising department.  Bilingual in Spanish REQUIRED.

PRIMARY RESPONSIBILITIES

Front Desk Reception & Office Administration

• Greet and politely screen all visitors and announce them to appropriate personnel.
• Answer phones and direct calls to appropriate staff.
• Retrieve messages from voice mail and forward to appropriate personnel.
• Respond to queries from CORA clients, staff and the general public.
• Maintain in/out board and notebook for staff daily check-in.
• Receive all incoming deliveries as appropriate.
• Keep reception area, including conference rooms, orderly, presentable, and welcoming.
• Provide administrative support to Managers, when approved by supervisor as needed or requested.
• Prepare letters and other documents as requested.
• Create, translate, laminate signs for office and safe house use.
• Keep all staff directories (cell phone directory, etc.), documents (staff e-mail list, organizational chart, etc.), and conference room/equipment schedules updated.
• Systematically inventory office and facility supplies (including kitchen needs) and order supplies as needed. 
• Ensure office equipment is in good working order and oversee timely repairs.
• Work with facilities to support onboarding and offboarding of staff and to ensure an accurate inventory of all equipment checked out to staff including laptops and phones.  
• Work with Administration Team, as needed, to research and oversee purchase, maintenance, and tracking of all office equipment (e.g. cell phones, office phones, computers, etc.).  
• Assist staff with photocopying, scanning, and faxing problems as needed.
• Replenish and account for HOPE phones for the safe house clients annually.[KF1] 
• With support by Administrative Staff, act as the liaison for all vendor relations, including janitors, office equipment vendors and security.

Development Support 

• Assist in the receipt, tracking and distribution of in-kind goods/gift cards.
• Responsible for daily donation check log production and distribution.
• Produce and mail all THANK YOU letters for Development.

Other duties as assigned

KNOWLEDGE AND SKILLS REQUIRED

• Good written communication skills
• Bilingual in Spanish required
• 3 years’ experience with Microsoft Office Suite required (Word, Excel, PowerPoint, etc.)
• Experience in a nonprofit environment preferred but not required
• Strong administrative skills
• Excellent phone skills

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS 

This job operates in a professional office environment. This role routinely uses standard office equipment.

MANDATED REPORTER STATUS

This position is not subject to mandated reporting under California’s Child Abuse and Neglect Reporting Act (CANRA).  Such a report, including sharing information with another employee who is a mandated reporter position without following "release of confidential information" policies is a breach of confidentiality is a violation of state and federal law and can result in disciplinary action, up to and including termination of employment.

CORA History and Overview

CORA has provided services to survivors of intimate partner abuse for nearly 40 years. Our programs include Crisis Intervention Services, including a 24-hour hotline, collaboration with law enforcement and emergency shelter options.  Additionally, CORA offers mental health counseling for adults and children, advocacy services and safehouse and rental assistance for  housing. CORA has robust legal services for survivors of domestic violence and provides educational workshops about the dynamics of domestic violence and healthy relationship skills.

CORA is strengths-based, collaborative, accessible, and client-centered. CORA believes that everyone deserves to be treated with respect in their intimate relationships.  We provide safety, support and healing to individuals who experience abuse in an intimate relationship and educate the community to break the cycle of domestic violence. Regardless of a survivor’s race, class, gender, sexual orientation, or culture, we save lives and provide an opportunity to begin again.

CORA inspires work of the highest caliber by fostering staff engagement through transparency and inclusion in agency decisions wherever possible. We strive to ensure our policies and communications reflect an appreciation of the impact of social inequities, historical and current, and actively promote healthy relationships amongst staff by demonstrating mutual respect in all our communications.

CORA is proud to be an equal opportunity employer. We seek diversity with respect to race, color, age, sex, (including breastfeeding and medical conditions related to breastfeeding), religion (including religious dress or grooming practices), national origin, mental or physical disability, genetic characteristics and information, ancestry, marital status, family status, political belief, sexual orientation, gender (including gender identity and expression), medical condition, military, or veteran status or any other category or status protected by Federal, State or other applicable laws.

All applicants are welcome. Individuals who are bilingual, people of color, members of the LGBTQ community and/or survivors of domestic violence are strongly encouraged to apply.  The position will remain open until filled.