Bilingual Administrative Assistant

GoochlandCares; Virginia; On-site; USD 36,000 - 48,000; Full time

Job summary

GoochlandCares in Virginia seeks a bilingual Administrative Assistant to facilitate communication between clients and providers, greet visitors, and handle front desk duties with warmth and efficiency. The role requires English/Spanish translation, data entry, and coordinating volunteers, donors, and staff, while upholding trauma-informed care and confidentiality.

Ideal candidates have a high school diploma, 1 year office experience with translation, Excel familiarity, and a commitment to our

Qualifications

• Fluency in English and Spanish, written and spoken.
• At least 1 year of office translation/interpretation experience.
• Experience with data entry and spreadsheets.
• Ability to operate a multi-line phone system.
• Trauma-informed approach and confidentiality.
• Willingness to become a notary.

Responsibilities

• Responds to phone calls daily and handles front desk needs.
• Translates documents and materials between English and Spanish.
• Maintains a welcoming, organized lobby and supports staff and volunteers.
• Manages client, donor, staff, and volunteer communications.
• Recruits and coordinates volunteers and supports donor relations.
• Supports registration and document collection workflows.
• Collaborates with departments to refer clients to community partners.
• Completes other duties as assigned.

Skills

Bilingual English/Spanish

Data entry

Front desk

Interpersonal skills

Trauma-informed care

Multitasking

Confidentiality

Notary

Education

High school diploma or GED

Tools

Microsoft Office

Excel

eCW

Job description

Description

Summary:

The Bilingual Administrative Assistant facilitates communication between clients and providers, and serves as a welcoming presence, addressing all Front Desk needs in an attentive, friendly, efficient, and courteous manner. This position supports clients, staff, volunteers, visitors, and donors while providing a trauma-informed care approach.

Essential Duties:

The following lists out job functions that are essential to this role.

• Responds to phone calls daily in a timely manner and conducts outbound calls to remind clients of upcoming appointments and/or inform them of transportation timelines.
• Translates documents, flyers, policies, brochures, etc. from English to Spanish to support all GoochlandCares departments and ensure clients receive the care they need.
• Ensures Front Desk safety precautions are in place, alerting authorities when needed.
• Supervises Front Desk volunteers by providing ongoing training and empowering them to perform daily Front Desk duties.
• Enters Food Pantry client sheets into eCW to track daily visitors for statistical, grant proposal, and reporting purposes.
• Ensures the lobby and surrounding areas are kept clean and organized throughout each day.
• Monitors office supply inventory for the organization and places orders as needed.
• Collaborates with staff who are out of office/on PTO to be able to assist in their absence or coordinate with the appropriate backup person if needed.
• Creates and/or maintains client, volunteer, donor, staff, and organizational information and communication, such as weekly roundups, huddle notes, staff lists, signs for the front door, etc. to ensure everyone is updated on events, schedules, and upcoming closings.
• Recruits, schedules, and sets up donated dinners for volunteers and staff who work evening shifts and sends thank you letters.
• Responsible for knowing programs offered by other local agencies and community partners to refer clients to as needed.
• Supports the Registration Program by:
• Completing client intake appointments.
• Collects and organizes client documents for the Registration Department as part of the daily registration process so clients can sign appropriate documentation.
• Supports the Development Department by:
• Obtaining monetary donations from donors.
• Writing and mailing out thank you letters to donors.
• Translating documents/flyers to Spanish as needed.
• Supplying data, stories, and photos about programs as needed, to support the mission of the organization.
• Assists the volunteer team with support, if needed, for first-time volunteer tours and ensures new volunteers feel welcomed, receive a nametag/t-shirt, and are made aware of GoochlandCares' mission and values.
• Complies with applicable ethics and standards, particularly relating to confidentiality.
• Completes other duties as assigned.

Requirements

Requirements:

The following represent the knowledge, skills, and abilities needed to perform the essential functions of the job.

• High School diploma or GED is required.
• Minimum of 1 year of experience working in an office setting translating/interpreting between English and Spanish is required.
• Ability to effectively translate for Spanish-speaking clients and address language barrier issues.
• Fluency in English and Spanish is required, both written and spoken.
• Experience with data entry, compiling information from various sources into spreadsheets.
• Ability to operate a multi-phone line system in a courteous and prompt manner, appropriately routing calls and addressing questions/concerns.
• Strong interpersonal communication and collaboration skills displaying a caring, tactful, diplomatic, and respectful attitude towards staff, volunteers, and patients.
• Ability to multi-task, have a strong attention to detail, and manage different priorities.
• Ability to empathize with clients and be patient with them while providing a trauma-informed care approach.
• Experience working in an ever-changing work environment is required.
• Commitment to the mission of GoochlandCares.
• Strong self-awareness and willingness to seek assistance when needed.
• Understand that all employees participate in engaging volunteers to help fulfill our mission.
• Notary or willingness to become a notary.

Technical Skills:

• Basic computer skills required.
• Experience with Microsoft Office is required, specifically Excel.

Physical Requirements and Environmental Conditions:

• Prolonged periods of sitting, typing, and talking.
• Must be able to lift up to 30 pounds.