Front Desk Reception

The UpCounty Hub; Germantown (MD); On-site; USD 32,000 - 42,000; Full time

Job summary

The UpCounty Hub in Germantown, MD is seeking a receptionist/clerical associate to handle HUB communications, mail, and front-desk duties. You will sort deliveries, assist families, and coordinate with the case manager and grants teams to support essential services.

This role requires bilingual English/Spanish communication, strong organization, confidentiality, and reliable data entry. You will create reports, manage calendars, and help with partner outreach while upholding the HUB's mission

Qualifications

• Must be able to use standard office software and tools.

Responsibilities

• Monitor HUB communications (emails, calls, voicemails) and respond appropriately.
• Receive, sort and distribute daily mail/deliveries.
• Contact families to assess needs and confirm zip code eligibility for Hub service.
• Oversee daily data entry; diaper distribution and home delivery in Excel; provide monthly reports.
• Maintain office security and reception access.
• Refer families to the case manager and make referrals as needed.
• Call families weekly to confirm ongoing needs.
• Create, print and post monthly distribution calendars and distribute to families.
• Provide documentation for grant responsibilities and reports.
• Categorize and file donations and donation receipts.
• Assist with partner outreach events with the Director of Operations.
• Create documents as needed and assist with translation as needed.
• Other duties as assigned.

Job description

JOB DUTIES AND RESPONSIBILITIES:

• Monitor HUB communications including emails, telephone calls and voicemails and respond accordingly.
• Receive, sort and distribute daily mail/deliveries.
• Contact families who request assistance to assess their needs and confirm whether their zip code is eligible for Hub service. If they are not eligible, refer them to the appropriate provider.
• Oversee and ensure daily data entry; diaper distribution, home delivery in excel spreadsheet. Provide County monthly report.
• Maintain office security by following safety procedures and controlling access via the reception.
• Respond as required to requests for service-making appropriate referrals if needed.
• Refer families to the case manager.
• Call families currently receiving services on a weekly basis to confirm ongoing needs.
• Create, print & post monthly distribution location calendars on information board and distribute as needed to families.
• Provide documentation as needed for fulfillment of grant responsibilities and reports
• Properly categorize, file, and submit all donations & donation receipts.
• Facilitate Partner Outreach Special Events with the Director of Operations
• Create documents as needed.
• Assist with translation as needed and perform other clerical receptionist duties.
• Other duties assigned

PHYSICAL REQUIREMENTS:

• Effective communication skills; written and verbal (English & Spanish Required)
• Good organizational and time management skills, with strong attention to detail
• Strong ability to multitask and solve problems
• Proficient in Office tools (Word, Excel, PowerPoint, etc.)
• Ability to deal with sensitive information in a confidential manner
• Represent the HUB at community meetings upon request
• Ability to work to deadlines
• A commitment to the mission of the Upcounty HUB in providing essential services to families in need in a respectful and culturally sensitive manner.