POSITION TITLE: Bilingual Front Desk and Administrative Support - Part Time

RESPONSIBLE TO: Administrative Assistant – Front Desk Supervisor

HRS PER WK: 20 hours/week

CLASS: Non-exempt

SALARY: 19.50 [includes $1 bilingual differential for Spanish fluency]

BENEFITS: Eligible for FFLC sponsored benefits (e.g. paid time off benefits such as vacation, sick, holidays) and eligible to participate in 401k retirement plan.

The mission of FOOD For Lane County (FFLC) is to reduce hunger by engaging our community to create access to food. We accomplish this by soliciting, collecting, rescuing, growing, preparing and packaging food for distribution through a network of more than 150 social service agencies and programs; through public awareness, education and community advocacy; and through programs designed to improve the ability of low-income individuals to maintain an adequate supply of wholesome, nutrition food. We serve a diverse population of people living on limited incomes including children, families, seniors, and single adults.

SUMMARY OF POSITION: Provide excellent customer service to all community members and to staff in a professional, enthusiastic, courteous, and compassionate manner; answer and direct all calls, greet visitors, provide referrals, and convey program information to the public. This position will also provide translation support to FFLC staff, and other possible admin tasks at the direction of their supervisor.

PRIMARY TASKS & RESPONSIBILITIES:

ANSWER PHONES and HELP MANAGE PHONE SYSTEM

• Provide break, lunch, and other backup coverage for the front desk
• While covering the front desk, greet and direct phone guests in a prompt, professional, and courteous manner
• Direct calls to appropriate staff
• Provide guests relevant referrals to food pantries and other social services
• Provide basic information to public as requested
• Provide Spanish translation support as needed
• Assist with other administrative tasks as assigned by supervisor

INFORMATION & REFERRAL

• Refer callers and visitors needing food assistance to appropriate social services offered by FFLC and other partner organizations
• Emergency Food Bags: Take relevant information from clients requesting food assistance and accurately record information in specified electronic forms. Provide food bags and resources and communicate guidelines of one-time food bag assistance to clients. Also provide backup support to create emergency food bags.

MANAGE LOBBY AREA

• Greet and direct walk-in guests in a prompt, professional and courteous manner
• Receive food and cash donations from walk-in donors and provide receipts when necessary
• Become familiar with the procedures for receiving food donations in the case that a warehouse employee is unavailable
• Keep lobby/reception area clean and organized. Includes sanitization of area and frequently used office supplies
• Keep front desk materials well organized (brochures, flyers, etc.)
• Print and replenish resource printed materials as needed, update as new versions come from PAS staff
• Give incoming mail to designated Development staff for sorting and distribution; separate and prepare outgoing mail

OTHER TASKS & RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT

• Assist Development staff with outgoing bulk mailings
• Support other Admin staff with tasks as needed
• Communicate important information to Supervisor, other Admin Staff, and HR

ADDITIONAL TASKS:

• Coordinate closely with Supervisor to ensure appropriate workloads and adequate coverage of assigned tasks
• Actively demonstrate FFLC’s values of compassion, collaboration, and inclusion
• Represent FFLC to the public with knowledge and respect
• Attend mandatory all staff meetings and DEIB trainings/activities
• Assist HR with administrative tasks as needed
• Participate in staff events as directed by supervisor
• Keep desk area neat and organized
• Perform other duties as assigned by supervisor

SKILLS and QUALIFICATIONS:

• Exceptional phone and customer service skills
• Ability to work with people from a wide diversity of backgrounds
• Professional, thoughtful, and respectful verbal communication skills
• Friendly, compassionate, and respectful attitude
• Strong organizational skills with excellent ability to pay attention to detail
• Comfortable working in a fast-paced manner when necessary
• Capable of competently multi-tasking when necessary
• Take initiative to complete other tasks during slow times
• Sensitivity to, and ability to maintain, confidential information
• Proficient use of Microsoft Word, Excel, and Outlook
• Able to operate basic office equipment (copier, postage machine)
• Willingness to occasionally take on more hours to cover vacations or other out of office time for the front desk person is a plus, but not required
• Willingness to occasionally use your own car to run errands as directed by supervisor is a plus but not required. (Mileage is paid)
• English/Spanish bilingual required – Spanish proficiency will be assessed to qualify for differential pay

PHYSICAL: Workday activities depending on the type of work needed for any day could include;

• Continuous speaking and hearing for interactions with coworkers. Continuous clarity of vision at 20 inches or less for normal daily computer tasks,
• Standing 21 to 50% of the workday,
• Sitting while working on office data entry and tasks 51 to 75%,
• Walking, changing positions could include 0 to 20%,
• Carrying could include a range of 0-35 lbs., (food donations or office files and supplies)
• Lifting weight will range from 0 to 35 lbs., (food donations or office files and supplies)
• Pushing and pulling from 0 to 35 lbs., (food donations, office files, filing cabinet and supplies)
• Reaching and grasping to include overhead up to 0 to 40% of the day,
• Twisting may turn head, twist neck up to 10% of day; will twist upper torso and hips up to 45 degrees up to 10% of the day with/without lifting/holding objects
• Repetitive motion of hands: consistent use of hands for keyboarding and data entry 51 to 80% of the day.

NOTE: Job descriptions are not intended to be and should not be construed as exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of principal job elements essential for making fair pay decisions about jobs.

Reasonable Accommodations: Food for Lane County, complies with federal, state, and local laws regarding reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources, (541)343-2822.

FFLC is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, marital status, genetic information, veteran status, diverse ability, or any other characteristic protected under local, state or federal law.