Administrative Assistant/Receptionist

Do you have a passion for creating an environment that feels like home? Do you recharge your batteries by smiling and connecting with someone you don’t already know? Are you bilingual in Spanish and English? Are you one to take the initiative to look for more ways to support others? The front desk administrative assistant performs a variety of administrative and clerical tasks, including being the first point of contact for the community as they enter Centro. Administrative assistant duties include offering administrative support across the organization. You will welcome guests and greet Centro visitors, coordinate front-desk activities, including maintaining waiting lists, distributing mail, and redirecting phone calls. This role focuses on the customer service aspect of Centro and the maintenance of public spaces within the agency. Time management, extraordinary attention to detail, and stress management skills are essential for this position. Ultimately, the administrative assistant duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

Centro is a nonprofit which has offered a wide variety of programming and services for the Latinx youth, individuals, and families for over 40 years. Centro’s mission is Empowering Youth, Strengthening Families, Engaging the Community. We see wellness and each whole person as a priority to do our work. We are committed to address systems of oppression through programming and awareness of our assumptions.

Centro Mission and Values

Our mission is Empowering Youth, Strengthening Families, Engaging the Community in such a way that Dane County will be a community where Latinx families can aspire upward, to reach their personal goals and dreams because they feel engaged and strengthened with the tools for success.

• We foster connection. We are a welcoming community, and we take great care to ensure support and belonging for all.
• We act with mutual respect and dignity. We embrace our diverse cultural assets, which collectively make us stronger.
• We nourish community. We work together to create and advance opportunities for all.
• We live with courage. We will question our own assumptions protect and defend our rights and the rights of others, lead in collaborative ways, and seek help and guidance when we need it.
• We demonstrate integrity. We make time to clarify our collective principles, do the work it takes to live ethically, and establish systems to hold ourselves and each other accountable.

Essential Duties and Responsibilities

70% Front desk management/communication

• Greet and welcome guests in a friendly and welcoming manner.
• Create and cultivate a welcoming atmosphere for all visitors and staff in the reception lobby.
• Notify staff of visitors, appointment arrivals, intake clients, deliveries, etc.
• Answer, screen, and forward incoming phone calls.
• Maintain accurate client intake waiting list, follow established intake process, and communicate with intake coordinator as needed.
• Review voicemail messages and return calls or share messages with appropriate staff member.
• Provide basic and accurate information in-person and via phone/email.
• Distribute incoming daily mail, deliveries, and packages.
• Maintain office security by communicating situations with the Operations Lead.
• Perform special projects as requested; including, but not limited to copying, scanning, data entry, organizing, shredding, and emailing.
• Other duties as assigned.

20% Maintenance of public spaces

• Review calendars regularly for upcoming meeting space usage, ensuring they are presentable before and after each use.
• Ensure common areas are tidy, stocked, and presentable (reception, plaza, kitchen, outdoor spaces, classrooms, conference rooms, coworking spaces).
• Straighten chairs, tables, signage, and other furniture to maintain orderly and accessible areas.
• Retrieve items left behind.
• Wipe down surfaces as needed.
• Run/empty dishwasher; put away dry dishes.
• Put away trash and recycling receptacles weekly/biweekly.
• Restock supplies as needed (soap, paper towels, toilet paper, etc.).
• Store leftovers and throw away when needed.
• Clean unintentional spills and remedy cleaning situations as needed.
• Report any damage, hazards, or needed repairs to Operations Lead promptly.
• Prepare spaces for meetings (room, table/chair setup, materials as needed, etc.).
• Staff meetings, board meetings, citizenship classes, Zumba classes, etc.
• Communicate ideas and recommendations for efficiencies or repeated issues that arise.

10% Administration and support

• Attend staff meetings and other required agency events.
• Attend team meetings as requested to discuss procedures and/or questions.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Previous work experience in administrative, hospitality, or office environments.
• English/Spanish fluency required.
• Proficient with computer software apps using Microsoft Office Suite.
• Reliable transportation with valid driver’s license and current vehicle insurance.
• High school degree or equivalent.
• Ability to lift and carry up to 40 lbs.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of standard office practices and administrative procedures.
• Proficient and accurate data entry skills with strong attention to details.
• Ability to be aware of multiple responsibilities simultaneously.
• Ability to work with sensitive information and maintain boundaries of position.
• Strong time management skills.
• Ability to articulate information verbally/in writing clearly and tactfully in English and in Spanish.
• Ability to work both independently and effectively as part of a team.
• Positive, helpful attitude to customer service.
• Understanding of cleaning and organizational standards for public spaces.
• Strong organizational skills and attention to detail.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $20