Bilingual Administrative Assistant

Summary:

The Bilingual Administrative Assistant facilitates communication between clients and providers, and serves as a welcoming presence, addressing all Front Desk needs in an attentive, friendly, efficient, and courteous manner. This position supports clients, staff, volunteers, visitors, and donors while providing a trauma-informed care approach.

Essential Duties:

The following lists out job functions that are essential to this role.

• Responds to phone calls daily in a timely manner and conducts outbound calls to remind clients of upcoming appointments and/or inform them of transportation timelines.
• Translates documents, flyers, policies, brochures, etc. from English to Spanish to support all GoochlandCares departments and ensure clients receive the care they need.
• Collects and organizes client documents for the Registration Department as part of the daily registration process so clients can sign appropriate documentation.
• Ensures Front Desk safety precautions are in place, alerting authorities when needed.
• Enters volunteer applications into eTapestry daily from those received via email.
• Onboards volunteers and ensures they feel welcomed, receive a tour and t-shirt, and are made aware of GoochlandCares' mission and values.
• Supervises Front Desk volunteers by providing ongoing training and empowering them to perform daily Front Desk duties.
• Enters Food Pantry client sheets into eCW to track daily visitors for statistical, grant proposal, and reporting purposes.
• Supports the Development Department obtain monetary donations and donors by:
  • Writing and mailing out thank you letters to donors.
  • Translating documents/flyers to Spanish as needed.
• Ensures the lobby and surrounding areas are kept clean and organized throughout each day.
• Monitors office supply inventory for the organization and places orders as needed.
• Collaborates with staff who are out of office/on PTO to be able to assist in their absence or coordinate with the appropriate backup person if needed.
• Creates and/or maintains client, volunteer, donor, staff, and organizational information and communication, such as weekly roundups, huddle notes, staff lists, signs for the front door, etc. to ensure everyone is updated on events, schedules, and upcoming closings.
• Collects donated dinners for volunteers and staff who work evening shift(s) and sends thank you letters to the donor(s).
• Coordinates the ESL (English as a Second Language) Program including organizing tutors/students, classes, ordering materials, setting up room for classes, outreach materials, and other duties that may apply.
• Responsible for knowing programs offered by other local agencies and community partners to refer clients to as needed.
• Supports the Registration Program with client intake appointments.
• Supports the Development Department with data, stories, and photos about programs as needed, to support the mission of the organization.
• Complies with applicable ethics and standards, particularly relating to confidentiality.
• Completes other duties as assigned.

Requirements:

The following represent the knowledge, skills, and abilities needed to perform the essential functions of the job.

• High School diploma or GED is required.
• Minimum of 1 year of experience working in an office setting translating/interpreting between English and Spanish is required.
• Ability to effectively translate for Spanish-speaking clients and address language barrier issues.
• Fluency in English and Spanish is required, both written and spoken.
• Experience with data entry, compiling information from various sources into spreadsheets.
• Ability to operate a multi-phone line system in a courteous and prompt manner, appropriately routing calls and addressing questions/concerns.
• Strong interpersonal communication and collaboration skills displaying a caring, tactful, diplomatic, and respectful attitude towards staff, volunteers, and patients.
• Ability to multi-task, have a strong attention to detail, and manage different priorities.
• Ability to empathize with clients and be patient with them while providing a trauma-informed care approach.
• Experience working in an ever-changing work environment is required.
• Commitment to the mission of GoochlandCares.
• Strong self-awareness and willingness to seek assistance when needed.
• Understand that all employees participate in engaging volunteers to help fulfill our mission.
• Notary or willingness to become a notary.

Technical Skills:

• Basic computer skills required.
• Experience with Microsoft Office is required, specifically Excel.

Physical Requirements and Environmental Conditions:

• Prolonged periods of sitting, typing, and talking.
• Must be able to lift up to 30 pounds.

GoochlandCares is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, gender, creed, color, religion, ethnic origin, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state, or local laws. GoochlandCares is committed to building a healthy, diverse, and inclusive culture where all are treated equitably and are empowered whether receiving or delivering services.

Our mission is to provide basic human services and health care to our Goochland neighbors in need.