What are the responsibilities and job description for the Part-Time Receptionist position at Latino Center of the Midlands?

Job Description

Job Title : Part-Time Receptionist

Department : Admin

Supervisor : Executive Assistant

FLSA Status : Non-Exempt | Part-Time

Monday to Thursday, 1 : 00 pm to 5 : 00 pm (16 hours) | Bilingual (English / Spanish) required.

Mission :

The mission of the Latino Center of the Midlands is to cultivate generations of engaged, thriving Latinos through educational foundations, workforce development, and leadership opportunities.

Position Summary :

The Part-Time Receptionist serves as the initial point of contact with the public and provides essential secretarial, clerical, and administrative support. This role ensures a welcoming and professional environment while connecting clients to appropriate programs or resources. The receptionist will operate a multiline telephone system, assist visitors, and perform light administrative duties.

Responsibilities : Reception Duties :

Welcome on-site visitors, determine the nature of their visit, and direct them to the appropriate personnel.
Answer incoming telephone calls, determine the purpose of callers, and forward calls or messages to appropriate staff.
Provide information to callers about the organization, including address, directions, and general details.
Set up appointments between attorneys and clients at the office.
Announce appointments to attorneys and ensure timely communication of schedules.
Coordinate with attorneys and clients via email and phone calls to confirm and adjust appointments as needed.

Administrative Support :

Assist with intake forms and ensure accuracy.

Enter client data into the organization's database system and maintain an up-to-date contact log spreadsheet.

Organize and process incoming / outgoing mail and packages.

Perform general clerical duties such as photocopying, scanning, filing, and sending emails or faxes.

Facility and Meeting Support :

Schedule and confirm meeting room requests via a calendar system.

Ensure meeting rooms are tidy and have necessary equipment.

Set up refreshments for meetings as requested.

Office Organization :

Maintain the reception area’s cleanliness and orderliness.

Monitor and replenish office supplies and notify vendors for repairs or maintenance as needed.

Additional Tasks :

Assist with special projects or tasks as assigned.

Competencies :

Professionalism : Maintain a professional demeanor in all interactions.

Communication : Exhibit clear and effective communication skills, both verbal and written.

Dependability : Demonstrate reliability and the ability to follow instructions.

Adaptability : Respond flexibly to changes and challenges.

Qualifications :

Education / Experience :

High school diploma or equivalent required.

Six months to one year of relevant receptionist or customer service experience preferred.

Skills :

Basic computer skills, including proficiency with Microsoft Office, databases, and email systems.

Strong organizational skills and attention to detail.

Physical Demands :

Ability to sit for extended periods and occasionally lift up to 10 pounds.

Work Schedule :

This is a part-time position with flexible hours. Availability during afternoon shifts is required, with occasional evening or weekend support for events as needed.

Work Environment :

The role is performed in a standard office environment. Reasonable accommodations can be made for individuals with disabilities.

The Latino Center of the Midlands values diversity and equity and is committed to creating an inclusive environment for all employees and visitors.

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