Bilingual Receptionist

Scope of Work: The Receptionist is an on-site position at the Park office responsible for greeting clients and visitors in person and by phone, supporting a positive agency presence in the community. Duties include photocopying, faxing, mail and message processing, word processing, data entry, maintaining the appearance of public areas, and providing administrative support to the Care Services Management Team as assigned by the Associate Director of Care and Housing Services. The role also includes general office support and inventory control of office supplies. This position reports to the Associate Director of Care and Housing Services and is a full-time, non-exempt role (40 hours per week, Monday–Friday, 8:00 am–5:00 pm, on-site) bilingual (Spanish/English). Job duties include but are not limited to:

Functional Responsibilities:

• Serve as the primary front desk representative, welcoming clients, vendors, and visitors; issuing identification badges and routing individuals appropriately while maintaining a positive, professional image of the agency.
• Act as the main point of telephonic and electronic contact for the agency, including answering and routing phone calls, distributing voicemails, and monitoring receptionist email and communication platforms
• Assist with processing daily incoming and outgoing mail for the Park Office
• Receive and process rent payments, donations, and related documentation in coordination with agency procedures.
• Maintain inventory and organization of office, breakroom cleaning schedule and reception supplies and prepare supply orders.
• Ensure cleanliness, accessibility, and overall appearance of public areas, including reception spaces, conference rooms, and client areas; maintain stock of brochures, flyers, and prevention supplies.
• Trains, supervise and schedules reception volunteers at the Park Office
• Ensure volunteers utilize internal systems properly.
• Assist with administrative functions including meeting note-taking, staff communication, incident reporting, general office coordination, and gathering/preparing information for reports as needed.
• Ensure SAAF lobby door is open at 8:00 a.m. each workday and closed and locked at 5:00 p.m.
• Ensure the main doors are locked at noon and unlocked at 1:00 pm for lunch.
• Post and removes notices to clients, staff, and public in a timely fashion.
• Participate in staff meetings, fire drills, and other organizational activities.
• Provide administrative and confidential support to the Care Services Management Team, including scheduling, calendar coordination, meeting preparation, project tracking, communication with staff and other departments, and administrative needs, as assigned.
• Prepares check requests as needed.
• Perform additional duties as assigned by the Associate Director of Care and Housing Services

Minimum Qualifications:

• Bilingual (Spanish/English)
• Two years of experience in a receptionist or similar administrative role.
• Experience providing high-volume customer service.
• Strong clerical, organizational, written, and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Ability to operate standard office equipment (computers, copiers, printers, etc.).
• Ability to handle confidential information with professionalism and discretion.
• Demonstrated ability to work both independently and collaboratively.
• Strong interpersonal skills and ability to interact effectively with diverse populations, including clients, staff, volunteers, and the public.
• Ability to maintain punctuality and reliably open/close office facilities as required.
• Valid Arizona driver’s license, reliable transportation, current insurance, and insurable driving record that will be supported by our liability insurance provider.
• Ability to obtain or maintain appropriate fingerprint clearance through the Arizona Department of Public Safety (paid for by SAAF if not current).

Preferred Qualifications:

• Self-starter with strong attention to detail who can work autonomously
• Experience working with multiple phone lines
• Experience working with and managing volunteers

Working Conditions/Physical Demands:  

Operate in a professional office environment and requires the ability to sit for long periods of time with intermittent walking, standing, bending, squatting, pulling, and pushing.  Requires the ability to use standard office equipment such as scanners, computers, keyboards, phones, shredders, photocopiers, and filing cabinets. Requires travelling on occasion as needed between SAAF campuses and other locations.

Physical Requirements:

This is a light duty job as defined by the Social Security Administration, CFR 404.1567. Physical exertion requirements:

(b) Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

Affirmative Action:  The Southern Arizona AIDS Foundation is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability. People who have used drugs, have performed sex work, people of color, women, members of the LGBTQ communities, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.

Disclaimer: This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required.  Management reserves the right to revise or change job duties as the need arises.  This job description does not constitute a written or implied contract of employment.  Management reserves the right to change job descriptions, job duties, functions, and requirements.  

Salary : $17 - $21