Guest Relations Associate

Village Of Niles; Niles (IL); On-site; USD 19,000 - 25,000; Part time

Job summary

The Village of Niles is seeking two part-time Guest Relations Associates to join the Family Services Department. You will be the first point of contact for visitors and callers, delivering courteous and professional service.

Responsibilities include front desk management, data entry, payment processing, and supporting pantry and outreach activities, while upholding HIPAA guidelines and confidentiality requirements in a busy, high-traffic environment.

Qualifications

• High school diploma or GED and typing 40 wpm.
• Experience in an office setting; mental health setting preferred.
• Ability to speak Spanish is preferred.
• Proficient with Microsoft Office and office equipment.

Responsibilities

• Greet walk-in guests and answer phone calls as first point of contact.
• Schedule appointments and manage front desk activities.
• Enter data for resident services and process payments.
• Assist with food pantry requests and donations logistics.
• Support projects and seasonal events as needed.
• Maintain client confidentiality and comply with HIPAA and Village policies.
• Attend staff meetings and perform other duties as assigned.

Skills

Customer service

Data entry

Spanish (preferred)

Education

High school diploma or GED

Tools

Microsoft Office

Front desk equipment

Job description

Job Opportunities

Join our team and become one of our two new part‑time Guest Relations Associates in the Family Services Department. Reporting to the Office Manager, the Guest Relations Associate is the first point of contact for every guest who reaches Niles Family Services by phone or walks through our door, and provides general clerical, reception, and administrative support to the department. Two positions are available: one covering weekday morning and afternoon hours, and one covering an evening, a full weekday, and Saturday.

YOUR DAY TO DAY

• Greets walk‑in guests and answers incoming calls as the department's first point of contact, delivering extraordinary customer service to every guest of the department.
• Schedules appointments, manages the front desk, and assists with day‑to‑day activities.
• Completes data entry for department staff related to resident services, and collects and logs payment for services.
• Fulfills resident requests for food from the department food pantry; logs food and monetary donations and maintains and organizes the pantry storage space.
• Supports additional projects as needed, including seasonal support for holiday events and outreach.
• Protects the confidentiality of client information as required by HIPAA, demonstrates cultural sensitivity in every interaction, and adheres to federal, state, and Village requirements.
• Attends mandatory staff and professional meetings, practices safety in all tasks, and performs other duties as assigned.

QUALIFICATIONS FOR SUCCESS

• Hold a high school diploma or equivalency and type a minimum of 40 words per minute (both required).
• Bring prior experience working in an office environment and in a mental health-related setting, and the ability to speak Spanish (all preferred).
• Demonstrate competency with Microsoft Office and related software, and operate office equipment including a computer, copier, telephone, and Teams calling.
• Learn and apply the department's electronic health record system along with Village office policies and procedures.
• Stay personable, calm, and helpful with clients presenting under widely varying circumstances, applying skilled de‑escalation with dysregulated guests.
• Express yourself clearly and effectively, both orally and in writing.
• Perform sedentary work involving constant talking, hearing, reading, writing, and standing at the counter, with occasional lifting up to 25 pounds in a busy, high-traffic setting.

The Village of Niles is an Equal Opportunity Employer