Receptionist (Full-time or Part-time)

THE ROLE

Job Title: Receptionist

Location: Saint Paul, MN

Type: Full-time or Part-time (depending on availability from final, selected candidate)

PRIMARY DUTIES & RESPONSIBILITIES:

The Receptionist is the initial contact person for clients, staff, and all visitors to the Immigrant Law Center of Minnesota. This position is responsible for providing professional, courteous, and effective service in addition to other general office functions. On the back-end, this position will also support data entry and processing. The Receptionist will report directly to our Office Manager.

Responsibilities will include:

• Answer all incoming calls during scheduled office hours and handle caller inquiries or provide referrals whenever possible or redirect calls as appropriate.
• Greet, assist, and/or direct visitors.
• Receive payments (cash, money order or personal check) and provide receipts.
• Receive, direct, and relay telephone messages, faxes, and general office emails.
• Process incoming mail, date stamping, and distributing all general correspondence.
• Maintain a welcoming and organized reception area, including stocking of informational materials.
• Maintain an organized and up-to-date mailbox and administrative forms area.
• Maintain office/kitchen supplies inventories.
• Placing online orders for supplies and equipment.
• Deliver outgoing mail to the mailbox each day.
• Maintain office copiers including restocking of paper, coordination of repairs with vendor, and changing toner.
• Support with requests to send or retrieve files from storage.
• Coordinate customer support with vendors, including submitting tickets regarding any tech issues (i.e., issues with phone system, copiers, and postage meter).
• Complete monthly reconciliations of client documents and filing fees to ensure accuracy and strong internal controls.
• Complete regular data entry as needed or requested by management.
• Complete other administrative tasks as assigned.

QUALIFICATIONS | KNOWLEDGE, SKILLS & ABILITIES:

• High school diploma or equivalent.
• Previous experience in professional administrative support or customer service.
• Fluent in both Spanish and English.
• Proficient in all Microsoft programs including Word, PowerPoint, Excel, Outlook, Teams and SharePoint.
• Must easily learn database programs that organize client and/or contact information.
• Detail-oriented and able to meet deadlines.
• Able to manage multiple tasks and projects simultaneously.
• Experience with office equipment, including copiers and telephone systems.
• Excellent interpersonal communication skills and relationship building skills to effectively work with a variety of people and personalities, including developing relationships with clients, partnering agencies, Board members, volunteers, independent contractors, and staff.
• Able to communicate clearly in person and in writing.
• Understand and display high levels of internal and external customer service, with excellent listening skills.
• Ability to plan, prioritize, coordinate, and manage your own work.
• Able to work unsupervised and solve routine problems independently, effectively, and creatively.
• Applies effective time management skills in order to meet all deadlines.
• Works with a proactive, ownership approach to work and operates with a sense of urgency.
• Work as an effective and proactive team-player; understand the importance of supporting coworkers.
• Understands confidential nature of organization information and maintains confidences.