Eastern Oregon Receptionist / Tax Program Assistant

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org.

POSITION: Eastern Oregon Receptionist / Tax Program Assistant

JOB CLASS/GRADE: Assistant / Grade 9

WAGE: Starting at $45,000 per year

FLSA; EEO; WC: Non-Exempt; Professional; 8864

LOCATIONS: 723 South Oregon Street, Ontario, OR 97914

FTE; FT/PT; STATUS: 1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT: www.irco.org

STATUS: Full-Time with Benefits

PROGRAM(S): Administration and Tax Clinic

SECTOR: Eastern Oregon

REQUIREMENTS:

Bilingual in English and Spanish

Must possess a valid driver’s license, have verification of current

auto insurance and have full use of automobile during work hours

This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Program Summary
The IRCO Eastern Oregon Receptionist / Tax Program Assistant serves as the first line of contact, greeting clients and other external parties and helping them connect with staff and/or services at the Eastern Oregon site or other IRCO offices. During tax season, they will serve as a Tax Program Assistant, conducting intakes for clients and ensuring they come to their appointments with all required paperwork.

Position Summary
The Eastern Oregon Receptionist / Tax Program Assistant is often the first person to portray IRCO’s welcoming image by phone, email, or in person with diverse clients, visitors, funders, and the public. This role requires excellent verbal and written communication skills, including phone etiquette and punctuality. A strong customer service orientation is essential. The Eastern Oregon Receptionist / Tax Program Assistant must effectively communicate in a diverse, multicultural, and multilingual work environment, including with clients who have limited English proficiency. This person will collaborate closely with the IRCO Main Administrative Office and Eastern Oregon Leadership to implement front desk and building best practices and procedures.

Essential Functions

• Greet and direct visitors and clients in a courteous and professional manner
• Assist clients in determining the appropriate services and direct them to specific program case managers
• Manage front-line reception tasks, including handling calls, emails, and visitor check-in/out
• Responsible for incoming and outgoing mail and packages, ensuring timely distribution to staff
• Ensure all IRCO vehicles are clean and well-maintained
• Assist in maintaining administration supply inventory and stock all necessary administrative forms
• Assist in order, track, and invoice of office supply purchases for all departments
• Coordinate meeting room schedules and ensure reception area organization
• Support event planning and execution in collaboration with the site manager and program staff
• Provide general clerical support, assist with event planning, and support administrative tasks
• Assist staff in connecting with fellow team members, the IRCO main office, and resources necessary for their work
• Adhere to office safety and sanitation protocols for visitors and staff
• During tax season (December-April),
• Inquire if the taxpayer is there for tax preparation or other needs
• Redirect taxpayers with questions or non-tax matters according to the site’s policy
• Complete quality review of intake and interview process for Tax client. Ensure all required documents and determine the level of certification level to prepare the tax return.
• Direct all documents and information to tax preparer after Intake interview and determine certification level
• Support with scheduling of tax return appointments

Secondary Functions

• Ability to meet multiple, including conflicting deadlines
• Strong analytical and decision-making abilities for related job functions
• Ability to deal with distressed and demanding clients and employees in an effective manner
• Ability to maintain a high level of confidentiality
• Ability to communicate with a variety of personality types and levels of the organization as well as with people outside of the organization
• This position does not supervise any employees

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• High School Diploma / GED required, Associate’s Degree or higher preferred
• Class C Driver’s License and the ability to drive IRCO vehicles
• Minimum of 2 years’ experience in a multicultural setting
• Must be proficient in the English and Spanish languages
• Oral and written communication skills commensurate with the needs of the position
• Strong customer service skills and maintain quality communication between varied parties
• Proficiency in Microsoft Word and ability to use calendaring and other online tools
• Experience using standard office equipment
• Familiarity with immigrant and refugee communities
• Ability to courteously meet and deal effectively with other employees, agency representatives, vendors, contractors, the public, and others

PREFERRED QUALIFICATIONS:

• Knowledge of emergency, social, and human services, as well as the information and referral system preferred
• Experience in customer service
• Strong computer skills including proficiency in the use of Microsoft Office and teleconferencing tools like Zoom/Teams
• Strong communication skills in a multilingual, multicultural organization
• Strong ability to work with multi-cultural staff in a team setting
• Ability to use nonstandard procedures and techniques to resolve unusual problems or address management requirements
• Ability to use initiative and judgment in completing tasks and responsibilities
• Ability to function in a positive manner in a demanding work environment, to demonstrate a high degree of flexibility, to respond to priorities and schedules that change frequently, and to meet commitments

Physical, Mental, & Environmental Requirements

• In office setting job
• Positions require some analysis of problems or decision-making ability
• Work under supervision
• Well protected environment with minimal hazards or obstacles
• Stable work schedule with no fluctuations

Supervisory Responsibilities

Positions at this level are not responsible for any supervisory functions, or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit package to our staff:

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community
• 3 to 6 weeks of PTO per year
• 401k match of over 100% on first 5%, immediate vesting
• 3% match for student loans or college savings
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance
• Flexible spending account

Required Engagement

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values based initiatives.

How To Apply

• Complete the IRCO application in our Careers Portal: IRCO Application for Employment.
• Upload your resume and cover letter addressing your qualifications for this position IRCO Careers.
• For questions about this position, please email jobs@irco.org

Please note that physical applications are accessible from IRCO’s main office, 10301 NE Glisan, Portland, OR 97220. Due to the high volume of applications received, we will not be able to contact applicants or return calls regarding applications. Complete applications should include a cover letter, resume, and IRCO application.

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.