Job Description
IMMIGRANT AND REFUGEE COMMUNITY ORGANIZATION (IRCO)
POSITION: Front Desk Receptionist – Greater Middle East Center (GMEC)
WAGE: $45,000 per year
LOCATION: IRCO GMEC, 4915 SW Griffith DR, Suite 216, Beaverton, OR. 97005
APPLY AT: www.irco.org
STATUS: Full Time with Benefits
PROGRAM(S): Administration
REPORT TO: GMEC Coordinator
OPENING DATE: July 14, 2023
CLOSING DATE: Open until filled.
REQUIREMENTS: English Required - Bilingual Preferred in a major Greater Middle Eastern Language (e.g., Arabic, Dari, Farsi)
GENERAL POSITION SUMMARY:
The IRCO GMEC Receptionist serves as the first line of contact greeting clients and other external parties and helps them connect with staff and/or services at the Greater Middle East Center or at other IRCO offices. The Receptionist also serves staff by helping them connect with fellow staff, the IRCO main office and resources that are necessary for their work.
The Receptionist is often the first person to portray GMEC’s welcoming image by phone, email or in person with diverse clients, visitors, funders, and the public. The Receptionist must have excellent verbal and written communication skills including phone etiquette, and must be punctual, able to work with minimum supervision and be customer service oriented. This person must be able to work and communicate effectively in a diverse multicultural and multilingual work environment, including clients with limited English proficiency. The person in this position will work closely with the IRCO Main Administrative Office and GMEC Leadership to implement front desk and building best practices and procedures.
ESSENTIAL DUTIES:
Some of the essential duties of this position are:
- Greet visitors in a friendly, courteous manner; notify staff that clients are waiting to see them for an appointment.
- Provide front-line reception for GMEC, including answering the phone, routing calls, answering emails, and taking accurate messages and transmitting messages to staff.
- Maintain visitor sign in/sign out sheet.
- Help people identify the services they may access and be qualified to receive by maintaining detailed knowledge of IRCO services and refer individuals, as needed.
- Refer clients to external agencies/services.
- Draft GMEC newsletters to share IRCO and external resources; maintain newsletter distribution list.
- Maintain meeting space, classroom, and intake room reservation calendars.
- Maintain tidy appearance of GMEC reception and common areas and perform basic housekeeping.
- Assist with preparing for GMEC events.
- Establish, update, and enforce (with assistance of policies and procedures) expectations and rules about common resources and office space (meeting space /classroom, kitchen, storage space, office equipment).
- Provide administrative and clerical support for meetings (e.g., room setup and take minutes).
- Have detailed knowledge of IRCO policy and procedures manual and follow them closely throughout their work.
- Communicate building maintenance messages to GMEC staff.
- Collaborate with the IRCO facilities coordinator.
- Update, refine and enforce written office opening and closing and emergency procedures in coordination with IRCO Main Administrative Office and help lead emergency and disaster preparedness efforts with support from the Emergency
Preparedness and Safety Manager.
- Update and/or create hardcopy and web-based training tools such as front desk training manuals, client referrals, etc.
SECONDARY FUNCTIONS:
- Listen for understanding and assist in customer concerns.
- Function in a positive manner in a demanding work environment with the ability to take up roles and responsibilities on a pro-active basis.
JOB SPECIFIC QUALIFICATIONS:
- High School Diploma required; associate degree preferred.
- Minimum 4 years of receptionist/office support experience
- Proficiency in MS Office Suite including Word, Excel, and Outlook
- Professional customer service and telephone etiquette skills required.
- Must be professional, dependable, and personable, with a strong desire to work in a service-oriented capacity.
- Ability to make recommendations and handle complaints and requests in a professional and calm manner.
- Must meet multiple and sometimes conflicting deadlines.
- Maintain high level of confidentiality and be proficient in English language.
- Strong intercultural skills, interpersonal and organizational communication.
- Have strong customer service skills and maintain quality communication.
- Strong phone and computer skills.
- Effectively communicate with limited English-speaking individuals as well as listen for understanding.
- Communicate positively with a variety of personality types and levels of the organization as well as with people outside of the organization.
- Must have the ability to communicate with a variety of personality types and levels of the organization as well as with people outside of the organization.
- Experience working in a multi-cultural, multi-lingual, multi-ethnic diverse environment.
- Must be able to sit for 95% of the work period.
- Must be punctual and maintain a good attendance record.
- Must be able to work flexible hours, o to meet the needs of the organization or clients. o to meet commitment to respond to priorities.
KNOWLEDGE:
Education:High School or GED (1)
Experience:3-4 years of experience is required (4)
Additional Languages:proficiency in a Greater Middle Eastern language such as Arabic, Farsi or Dari is preferred.
Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and Power Point.
This position specifically requires: Working on a multi-line phone system.
SKILLS:
Communication:
Regular communication inside the organization to exchange ideas and gather information (4)
This position specifically requires: Excellent Customer Service skills as well as phone etiquette.
Creativity:
Minimal need for the redesign of single focus process or procedure is needed (2)
EFFORT:
Mental:
There is minimal variation in tasks. The job holder is free to determine in which order tasks are completed, however cannot choose to not complete a task (2)
Physical:
Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)
RESPONSIBILITY:
Impact and Influence:
Minimal need or ability to analyze problem or concepts or make decisions on the information.
Dollar amounts influenced would be considered small. Responsibility for the prudent use of assets does not extend beyond own work responsibilities. (2)
Work Independence:
Positions at this level are expected to handle regularly assigned work which includes making decisions and taking action under limited supervision. New or unusual work is performed with a moderate degree of supervision, assistance, and review. (3)
Planning:
Positions at this level must be able to foresee issues associated with own work and identify future needs for supplies, equipment, resources which would stall operations or activities. (2)
Supervision:
Positions at this level are not responsible for any supervisory functions or responsibilities but may occasionally be asked to orient and/or train new employees or volunteers. (1)
WORKING CONDITIONS:
Environment:
There is some personal risk or hazard. Job conditions are somewhat uncomfortable due to varying work environments; outside job tasks; inclement weather; exposure to chemicals; electricity; or individuals of unpredictable, possibly harmful intent (4)
Schedule:
The work schedule is stable and does not fluctuate. (1)
HOW TO APPLY:
Applications are accessible on the IRCO website, www.irco.org. This position requires the completion of an IRCO application. Attach resume and cover letter to IRCO application form and submit to jobs@irco.org. Materials submitted without a completed application are considered incomplete and will not be considered. Due to the high volume of applications received, we will not be able to contact each applicant or return calls regarding the status of your application.
ABOUT IRCO:
IRCO's mission is to welcome, serve, and empower refugees, immigrants and people across cultures and generations to reach their full potential. Our vision is a future where all refugees and immigrants belong, our staff are nurtured, and all communities thrive.
Founded in 1976 by refugees for refugees, IRCO has over 40 years of experience working with refugee and immigrant communities in the Portland metropolitan area, and over five years in Eastern Oregon. IRCO is the largest provider of employment services and job training for newly arrived refugees in Oregon; and we support families at every stage of their lives from the time they arrive in Oregon. Find out more at www.irco.org.
IRCO IS AN EQUAL OPPORTUNITY EMPLOYER
Job Type: Full-time
Pay: $45,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
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