Bilingual Office Administrator

Job Summary: The Office Administrator serves as the first point of contact for children, families, and visitors, providing a welcoming, safe, and compassionate environment. This role involves managing front desk operations, including greeting and vetting access for all visitors. The Office Administrator supports the Center and its multidisciplinary team by ensuring smooth day-to-day operations, while consistently maintaining a child-friendly, secure, and trauma-informed environment.

Minimum Qualifications: 

• High school diploma or GED equivalent
• Bachelor’s degree preferred
• Bilingual English/Spanish required
• 2 years’ experience serving as the security access point in a confidential environment
• 2 years’ experience in a social services, criminal justice or law enforcement environment
• Proficiency with Microsoft 365 applications, including Outlook
• Experience with Crisis Go and TimeTap preferred
• Ability to work with diverse groups in possibly stressful settings
• Strong, positive, interpersonal skills
• Excellent situational awareness
• Excellent communication skills

Key Responsibilities:

Safety / Security

• Responsible for the Center’s crisis alert system
• Scan driver’s licenses and print badges for all Center visitors
• Enforce Center security protocols by denying entry to visitors who do not meet requirements
• Send daily email outlining the upcoming day’s schedule
• Maintain CCP badges that are assigned to Center visitors
• Manage crisis drill calendar

Reception

• Greet visitors, guide to comfortable/secure waiting spaces and provide appropriate registration or intake documents
• Notify appropriate staff of client and guest arrival
• Receive food deliveries and notify appropriate staff
• Answer main phone line and direct calls as appropriate 
• Serve as a backup with scheduling and confirming appointments, as well as entering client data into company systems as needed

Client Services

• Maintain all client service documents and supplies in reception area (tablets/chargers, & all client service documents) 
• Maintain the Medical Services calendar
• Manage all Lyft transportation arrangements for clients
• Serve as point of contact for agency partners needing resources from the Kids’ Closet and Emergency Funds requests

Organization and Communication

• Manage meeting room calendars and coordinate access control for the conference center door
• Print daily calendars for shared Center spaces
• Create, distribute, and maintain on-call, program and administrator calendars
• Handle receipt of and review all deliveries, notify appropriate staff upon arrival
• Manage lobby LED messaging schedule
• Manage elevator messaging board content
• Provide check-in with Center volunteers
• Train front desk volunteers
• Provide support for Volunteer Coordinator and Director of Program Services

General

• Maintain a comprehensive knowledge of the mission, core values and vision of the organization and the children’s advocacy model
• Attend monthly staff meetings and other community meetings as assigned
• Provide program support for forensic, therapy and medical appointments, as needed
• Follow Center policies and procedures at all times
• Perform other duties as assigned

FLSA Status:

      Non-exempt

Strength:

Light Work-Lift up to 20 pounds occasionally

Environmental Conditions:

Noise: Moderate

Work Situations:

Direct/Control/Plan

Influencing People

Dealing with people

Making Judgments/Decisions

Equal Opportunity Employer

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as required by their supervisor. 

CACTX designates Children’s Advocacy Centers as an essential employer. 

Minimum Qualifications: 

• High school diploma or GED equivalent
• Bachelor’s degree preferred
• Bilingual English/Spanish required
• 2 years’ experience serving as the security access point in a confidential environment
• 2 years’ experience in a social services, criminal justice or law enforcement environment
• Proficiency with Microsoft 365 applications, including Outlook
• Experience with Crisis Go and TimeTap preferred
• Ability to work with diverse groups in possibly stressful settings
• Strong, positive, interpersonal skills
• Excellent situational awareness
• Excellent communication skills 

Salary : $44,000 - $48,000