Administrative Assistant (Bi-lingual)

ESSENTIAL DUTIES

Under the supervision of the Executive Director, the Office Manager will:

• Greeting people entering the building, answering any questions, providing directions, and alerting staff when someone is there to meet or visit them.

• Answer a multi-line phone system, manage calls by routing them to the proper extensions or taking messages and delivering them within our message system, along with setting up conference calls as requested.

• Keeps thorough and precise records of calls and visitor requests by keeping a logbook of records, including data entry into our case management system.

• Front Desk coverage- 5days/week, 9-5 pm (this is an FT in-person position).

• Manage the office log of who is entering and exiting the office.

• Office scheduling and set up for partners when they use the space (we now rent to two other organizations and occasionally for community meetings)

• Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system, and ensure they get to the recipient in a timely manner while also

  managing outgoing mail and packages for pickup.

12000 E. 47th Avenue, Ste. 400

Denver, CO 80239 | (303) 307-0718

www.familiesforwardrc.or g

• Maintain detailed calendars, coordinate schedules, and prioritize meeting requests and logistics.

• Help co-workers with administrative duties by assisting them with access to materials and supplies necessary to perform their given tasks.

• Logistical support for fundraising, including printing and mailing donor letters.

• Manage inventory of office supplies.

• Oversee standard office equipment and supplies (such as printer, ink, toner, and paper),

• Maintain tidiness of multi-use areas, including the front area, the kitchen, the conference rooms, and the innovative space.

• Support with special projects as needed.

• Participates in maintenance/revisions of yearly program calendar.

• Coordinate room setup for meetings such as all staff meetings, staff retreats, etc. (with

  exception to program meetings)

• Maintain a professional attitude and adhere to a high level of confidentiality for participants and FFRC staff

• Maintains office files and equipment inventory of IT equipment for staff and participants.

• Tracking volunteer hours for staff.

• Conduct case management and care coordination services as needed based on the needs of the individual and/or family.

• Complete the Colorado Family Support Assessment 2.0 (CFSA 2.0) as needed in alignment with the needs of the individual and/or family.

• Use SMART goals to guide and support individuals and families in developing achievable, measurable action plans.

• Support the Energy Outreach Colorado, including, but not limited to, assisting with application completion, phone calls, and required data entry.

• General administrative support.

• Other duties as assigned.

• Knowledge, Skills, Abilities, and Accountabilities

• Genuine interest and dedication towards the Families Forward Resource Center mission

• Warm and welcoming

• Customer Service Attitude

• Professional demeanor and appearance

• Strong written and verbal communication skills

• Strong multi-tasking and time management skills

• Proficiency in Microsoft Office (Outlook, Word, Excel).

• Highly organized, detail-oriented, and able to work independently

• • Experience and ability to identify with low-income, immigrant families from diverse communities

• Collaborate with FFRC programs to ensure effective communication and coordination

• Ability to adapt to changing circumstances and deal with adversity

• Participation as a FFRC team player by attending staff meetings and other organizational events, and willingness to share knowledge to advance others' knowledge and skills.

• Understanding and agreement to follow all policies, procedures, and protocols as set forth in the CNDC/FFRC Employee Handbook.

• Adhere to a drug-free workplace, not be under the influence of alcohol and/or other illicit drugs of misuse and abuse.

• A professional, positive, and polite attitude and relationship with employees, volunteers, clients, and community members.

MINIMUM QUALIFICATIONS

Education/Experience

• High School Diploma or GED, Bachelor’s degree preferred.

• Bilingual proficiency in English and Spanish, both oral and written

• Ability to read, write, and communicate in Spanish and English.

• In-person office role.