Front Office Assistant (Bilingual)

Job Summary

The Admission Assistant is the face of CAP Tulsa and requires the skill of being friendly-yet-firm, punctual, composed, open-minded, and should possess key relationship-building skills. Responsible for performing receptionist, clerical, and administrative duties for the Admissions & Recruitment department and/or the agency. Makes routine choices within established procedures, with readily available supervision. Performs simple troubleshooting; selects solutions from among proven alternatives. Frequent interaction to provide basic information and/or occasional interaction requiring detailed procedural explanations or technical responses.

Responsibilities/Essential Functions

Conduct Reception responsibilities, including but not limited to the following:

• Receive incoming contacts in a professional, helpful, and positive manner.
• Forward calls to appropriate personnel.
• Disseminate verbal/written messages in a clear and concise manner while maintaining confidentiality.
• Accurately answer client inquiries regarding the agency.
• Provide information about referral agencies.
• Provide professional, helpful, and positive assistance to walk-in clients, applicants, and visitors: record check in times, and notify appropriate personnel in a timely fashion.
• Provide assistance to agency employees by sorting & disseminating incoming correspondence, including but not limited to emails, faxes, and voicemails.
• Provide clerical and administrative assistance to the Admissions & Recruitment Department, including, but not limited to creating labels for application files, data entry, ordering supplies, and tracking/monitoring the department budget.
• Maintain security by following procedures, monitoring visitor logs, and issuing visitor badges.
• Keep a safe and clean reception area by complying with procedures, rules, and regulations.
• Responsible for confirming requests for conference rooms and accurately maintaining conference room calendars.
• Provide program information, instructions on how to apply to the Early Childhood Program to clients who contact the Admissions office. Make note of all client contacts in the family’s electronic record.
• Assist with daily and year-end document retention processes for students who drop and/or age-out of the program.
• Perform other duties as assigned or requested.
  
  

Required Education/Experience

• High School Diploma or GED.
• Requires one year of equivalent work experience.
• Bilingual English/Spanish (verbal and written) required.
• Social Event Planning skills are a plus.
  
  

Knowledge/Skills/Abilities

• Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
• Ability to follow verbal and written instructions with ability to read, interpret, and present information efficiently and effectively.
• Ability to adapt and quickly learn how to use technology, equipment, software application, such as MS Office software.
• Basic-Intermediate MS Office and Office 365 skills
• Ability to multi-task and work well under pressure.
• Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
• Advanced organizational skills, efficiency skills, and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
  
  

Work location

In-person work and collaboration are requirements for this position. Employee is expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.

Essential Physical & Mental Requirements

Work in a normal office environment. Employee is subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout daily job performance. Intermittent effort involving lifting of amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Regular and reliable attendance required.

Pay Range Job Code: 10