Bilingual Receptionist

Location: Philadelphia, PA

Type: Full Time

Min. Experience: Entry Level

SUMMARY:

CLS seeks a Bilingual (Spanish) Receptionist/Clerk for its North Philadelphia Law Office (NPLC).  This position involves answering inquiries for and obtaining information from the general public, customers, visitors, and other interested parties.  This position will also involve routine interpretation for CLS staff and will also entail working with NPLC intake.  This position is part of the front desk team at the NPLC office location and would work in conjunction with that team, the Intake team and perform correlating duties.  The Bilingual Receptionist/Clerk would provide information about CLS which includes: location of offices, hours of operation and general scope of services provided at each office location.   The position reports directly to the NPLC Supervising Attorney of Intake.   This is a full-time position, with scheduled hours being Monday – Friday, 9:00 AM – 5:00 PM.

ESSENTIAL FUNCTIONS OF THE POSITION:

Answers and routes telephone calls in a prompt, professional and friendly manner

Takes accurate messages for staff

Maintains daily appointment log

Provides information to callers seeking CLS’s services with the highest level of customer service engagement

Greets clients in a friendly and respectful manner and gathers necessary information to determine eligibility for CLS’s services

Opens client files in CLS’s case management system and completes conflict checks

On occasion, makes appropriate legal and non-legal referrals to appropriate agencies or organizations.  Is knowledgeable about the addresses, telephone numbers, services provided and intake hours for CLS, other public interest law firms, the Philadelphia Bar association, the District Attorney’s office, the Defender’s Association, and state and federal courthouses and offices.

Responds to clients and performs other client contact as requested by attorney and paralegal staff

Provides relief to other front desk staff as requested by the Supervising Attorney, and on occasion, serves as the backup for other support staff.  Works as part of the front desk team in all capacities 

Closes and maintains files in accordance with standard office procedure for file maintenance and storage, and retrieves closed files at casehandlers request

Operates and maintains office machinery necessary to complete assignments:

-           Fax

-           Photocopy

-           Scan

-           Type

Copies documents for attorneys and paralegals

Sorts and distributes mail to staff

Delivers mail to Post Office in a timely fashion

Maintains office supplies

Performs minor maintenance of office equipment (i.e. change typewriter ribbons, refill paper or toner in photocopiers, change film/toner in facsimile machines), and notifies Office Manager to place service calls for repairs as necessary

Maintains work area and lobby’s physical appearance

Performs additional functions and other duties as requested

In addition to those duties listed above, a Bilingual Receptionist/Clerk:

Greets clients and other visitors and communicates by telephone in both English and Spanish

Reviews and translates simple documents to and from English and Spanish

Performs routine interpretation for CLS staff and is part of a rotating calendar for interpretation

Performs additional translation functions and duties as requested

SUPERVISORY RESPONSIBILITY:

No formal supervision responsibility.  Responsibility for one’s own work product and work within a unit performing similar functions. 

SKILLS and ABILITIES TO:

Communicate effectively with clients, visitors, staff and co-workers in a non-judgmental, empathetic, patient, and understanding manner which shows sensitivity, tact and the utmost professionalism

Exercise superior judgment, creativity and decisiveness

Provide staff with a comprehensive level of clerical support to ensure that work is produced in an accurate and professional manner.

Act as a positive interactive liaison between the casehandlers and their clients and other professionals.

Ensure that there is a flexible flow of support around the daily activities faced by CLS staff.

Provide mentoring assistance to new staff members as appropriate and necessary in order to ensure consistent staff development.

Maintain an excellent attendance record and be punctual for the start of the business day and upon returning from lunch and breaks.

Use automated software applications including Microsoft Office products

Be efficient, patient and thoughtful in an environment that is subject to many interruptions

Be dependable, show initiative and concern for the interests of clients

Work cooperatively with other staff in a non-judgmental, respectful and professional manner

Use computers and willing to be trained on a new software applications

EDUCATION AND EXPERIENCE:

Graduation from high school or a GED or equivalent experience is the minimum education requirement for this position.   Minimum three (3) years’ experience in an office setting having interaction with the public and clients, and having provided receptionist/clerical/administrative support, or equivalent experience is preferred. 

OTHER REQUIREMENTS:  This position requires bilingual Spanish skills.  Intermediate to advanced fluency in oral and written Spanish language skills is required.  This position would provide oral interpretation to staff as needed.

WORK ENVIRONMENT:

Typical office setting, which is adequately lighted, heated and ventilated. 

PHYSICAL DEMANDS:

Typically the position will require some walking, standing, bending, kneeling, and carrying of items of heavy weight (no more than 50 lbs.) 

This position is covered by the Collective Bargaining Agreement between Community Legal Services, Inc. (ACLS@) and the National Union of Hospital and Health Care Employees, AFL-CIO and its affiliate District 1199C.  The minimum entry level salary for this position is $25, 900. 

To Apply:

CLS will accept applications on a rolling basis until the position has been filled. You can submit your application on CLS’s website online at:

https://clsphila.org/about-cls/available-positions/

What to Include in your application:

Please include a cover letter, resume, and three professional references.  Community Legal Services values a diverse work environment and strongly encourages women, people of color, people who identify as LGBTQ, and people with disabilities to apply.  CLS invites all applicants to include in their cover letter a statement about how your unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of our staff and legal services practice.

Community Legal Services, Inc. is an equal opportunity employer and welcomes applicants of all diverse backgrounds to apply.  CLS, Inc. does not discriminate in the selection of employees on the basis of race, color, religion, gender, sexual orientation, sexual identity, genetics, age, national origin, disability, or veteran status.  In addition to federal law requirements, CLS complies with all applicable state and local laws governing nondiscrimination in employment.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training. 

 

 

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