Bilingual Front Office Assistant (Temporary)

Cope Family Center; Napa (CA); On-site; USD 29,000 - 32,000; Full time

Job summary

Cope Family Center is seeking a Bilingual Front Office Assistant to serve as the first point of contact. This temporary role (up to 4 months) supports family services and day-to-day operations.

The ideal candidate is organized, detail-oriented, and capable of multitasking while communicating professionally in English and Spanish. The position involves greeting visitors, answering calls, processing intake, and assisting with program-related tasks.

Qualifications

• Bilingual English/Spanish and English communication skills are required.
• One year of experience with families/children and general office admin is preferred.
• Strong organizational skills and attention to detail are essential.
• Ability to manage multiple tasks and respond professionally to inquiries.

Responsibilities

• Greet visitors and callers and respond to emails in a professional manner.
• Maintain a welcoming front office environment and handle routine tasks.
• Assist with intake screening and connecting clients to resources.
• Support program initiatives by documenting, tracking, and escalating issues as needed.
• Maintain calendars and assist with office operations and supplies.

Skills

Bilingual English/Spanish

Office administration

Customer service

Microsoft Office

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Databases

Job description

Bilingual Front Office Assistant (Temporary)

Cope Family Center

Job Category

Overview

Description

Cope Family Center is looking for a Bilingual Front Office Assistant. This position is temporary (up to 4 months) to assist with covering a leave of absence.

The Bilingual Front Office Assistant (BFOA) is the first point of contact for Cope Family Center. As the face of our organization, the BFOA welcomes individuals and families.

The BFOA also provides administrative support for the Center’s broad array of programs, including day-to-day administrative tasks, program support, project support and team member assistance. The successful candidate is well organized, attends to details, prioritizes multiple tasks, communicates with others in a professional manner and assists with program initiatives by documenting, tracking and escalating issues as needed.

Company Description

Cope family center has been empowering Napa County families to create happy, healthy lives for children through parent education, drop-in support, and advocacy efforts since 1972. In response to a staggering increase in reported local child abuse over the last few years, our nonprofit organization is continually expanding and refining its programs and strengthening its resources to sustain the growth. Our mission is to empower parents, nurture children and strengthen communities. We provide parents with the education, resources and support they need to raise children who thrive.

Key Responsibilities

Family Resource Center Operations

• Act as Cope Family Center’s first representative to all visitors and callers by answering the phone, greeting, and directing visitors and responding to email in a professional, friendly and timely manner
• Maintain a welcoming, neat and professional front office environment.

Drop-in Crisis Intervention Support

• Ensure a nurturing, welcoming environment where clients and families are respected and safe
• Complete intake and screening to drop-in clients who visit or call the center.

Resources and Referrals

• Process intake and referrals from other community agencies
• Dispense emergency assistance.

Program Support

• Maintain parent education enrollment and waitlist, initiate intake, and make reminder calls to parents
• Assist clients and community providers in accessing the home visiting program
• Provide emergency assistance to the home visiting clients as needed and in coordination with the Family Support Specialists
• Maintain Microsoft Outlook calendars for community support room, respite room, and classroom
• Support center-based family activities/events.

Agency Support

• Open and close Center according to procedure
• Date-stamp and distribute incoming mail to appropriate staff members
• Produce and assemble materials and mailings
• Maintain will-call and outgoing mail
• Forward general voicemails to the appropriate persons
• Receive donations and process initial paperwork
• Maintain purchasing log
• Utilize office equipment to provide clerical assistance to staff (fax, copy, scan, print)
• Assisting with maintaining adequate supply of office supplies; includes inventory and storing supplies.

Qualifications

• One year of experience, including lived experience, working with families and children, as well as general office administrative experience, preferred.
• Effective oral and written communication in English; bilingual English/Spanish required
• Knowledge of parenting, parent-child relationships, and dynamics of family relationships
• Some experience in working with culturally and socioeconomically diverse clients
• General knowledge of navigating community resources
• Effective communication skills, including the ability to listen empathetically and provide feedback
• Proven ability to prioritize multiple tasks and stay calm under pressure
• Extremely well organized with attention to detail
• Demonstrated ability to achieve common goals based on interpersonal communication and skill set; knows when to ask for help or clarification and is not hesitant to do so
• Self-motivated with the ability to work independently
• Thrives on being part of a team of individuals who are dedicated to making a positive contribution to the wellbeing of our community
• Working knowledge of Microsoft Office (Word, Excel, Power Point, Outlook) and databases.
• Must pass DOJ and FBI fingerprinting and background check.

Preferred

• Knowledgeable about Napa County family resources and how clients can access them

Hourly Range: $21-$23/hour

Cope Family Center is an equal opportunity employer. Federal and State laws and the Agency’s policy prohibit employment discrimination against applicants for employment and employees on the basis of age, ancestry, sex/gender (including gender identity,) pregnancy, childbirth and related medical conditions, marital status, registered domestic partner status, medical condition related to cancer or genetic characteristic, national origin, physical or mental disability, race, religion, sexual orientation or veterans’ status. Discrimination is also prohibited on the basis of a perception that a person has any of the above characteristics.

To access information about the EEOC, visit EEOC at https://bit.ly/3eY9Wul.

All your information will be kept confidential according to EEO guidelines.