Receptionist/Administrative Assistant

Agency Overview

Federal Hill House (FHH) is a nonprofit social service agency in Providence, Rhode Island. Our mission is to help our neighbors in Federal Hill, Olneyville, and the surrounding community thrive, at every stage of life.

FHH’s program portfolio includes Providence Talks (parent-child playgroups that promote early language and literacy); a family support team; and Early Learning Center serving ages 6 weeks through five years old; school age child care, 21st Century Learning Centers, and summer camp; work-based learning for youth and young adults; a high-volume food pantry; free income tax preparation; an active senior center; and AmeriCorps Seniors volunteer opportunities.

Job Description OverviewThe Receptionist is responsible for creating a welcoming and positive experience for everyone who visits, calls, or otherwise interacts with our agency’s front desk or phone system. They will provide administrative support to the management team to maintain quality operations. They will be a primary source for information and referrals for anyone inquiring about FHH programs and services. They will actively support the Volunteer Income Tax Assistance (VITA) program by booking appointments and answering calls and questions throughout tax season.

Note: This is a temporary position through April 18. A successful employee may be offered on-going employment if they can demonstrate ability to take on additional administrative tasks after the tax season is over.

Essential Duties & Responsibilities:

Manage Front Desk Operations

• Maintain the upkeep, safety, security and appearance of the front desk and reception area
• Create a welcoming, friendly, and professional environment for all who enter
• Monitor and track all visitors, volunteers and any other guests who enter the building
• Answer all phone calls and transfer or take messages for appropriate personnel
• Provide quality customer service and answer questions regarding Federal Hill House programs, policies and enrollment
• Provide internal and external referrals for services as appropriate
• Support Early Learning Center arrival and dismissal, as required

Volunteer Income Tax Assistance (VITA) Program Support

• Field high volume of inquiry phone calls during tax season (mid-January through mid-April)
• Book appointments for tax preparation
• Provide information around documents needed
• Return messages promptly and communicate with VITA site coordinator
• Greet taxpayers during open hours

Administrative Support

• Support the business office and executive director with administrative tasks
• Order supplies, track delivery, and ensure they reach the appropriate department
• Prepare mailings
• Enter and review data (program enrollment, attendance) for accuracy

Other:

• Assist with planning, preparing, and supporting agency special events
• Walk through building at closing, ensuring space is ready for cleaning crew and communicating any issues or concerns with leadership
• Serve as backup for accepting catering deliveries (for childcare and senior center); occasionally support kitchen cleanup if needed
• Additional duties as required

Environmental and Working conditions:

All work is conducted at Federal Hill House, indoors and outdoors.

Qualifications:

• High school diploma required; Associate’s, BA, or active pursuit of college education preferred
• Bi-lingual English / Spanish required
• Excellent customer service and communication skills
• Ability to create a welcoming and positive environment for all guests
• Friendly, respectful approach to interaction with colleagues, participants, and guests
• Respect for confidentiality
• Ability to organize, accomplish tasks efficiently and timely, and take the initiative to perform additional tasks as needed
• Attention to detail and organizational skills
• Ability to prioritize safety and communication across all stakeholders: children, parents, co-workers, external partners, etc.
• Office skills (phone, computer, copy machine) as well as data entry skills
• Ability to sit or stand for long periods of time
• Able to handle a variety of repetitive tasks, with interruptions
• Experience in a community organization preferred

Salary & Benefits:

This is a part-time position from 12-5:00 p.m. Tuesday, Thursday and Friday, and 12-7 p.m. on Monday and Wednesday. Mondays and Wednesdays include a half hour unpaid break. The hourly rate is budgeted for $17-18/ hour. FHH offers paid holidays, vacation, and sick time.

Application Instructions:

Submit resume and cover letter to jobs@federalhillhouse.org or apply on www.really.org.

Federal Hill House is committed to its diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, pregnancy, national origin, genetics, disability, age, or veteran status.

Job Type: Part-time

Pay: From $18.00 per hour

Expected hours: 28 per week

Benefits:

• Employee discount
• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Providence, RI 02909 (Required)

Work Location: In person

Salary : $17 - $18