Part-time Bilingual Receptionist Clerk

SUMMARY:

Answer inquiries and obtain information for general public, customers, visitors, and other interested parties.  Provide information regarding CLS: location of offices, hours of operation and general scope of services provided.  The position reports to the Deputy Director of Operations and an Office Manager. This is a part-time position, with scheduled hours being Monday – Friday, 9:00 AM – 3:00 PM.

ESSENTIAL FUNCTIIONS OF THE POSITION:

• Answers and routes telephone calls in a prompt and friendly manner
• Takes accurate messages for staff
• Maintains daily appointment log
• Provides information to callers seeking CLS’s services
• Greets clients and gathers necessary information to determine eligibility for CLS’s services
• Opens client files in CLS’’s case management system and completes conflict checks
• On occasion, makes appropriate legal and non-legal referrals to appropriate agencies or organizations.  Is knowledgeable about the addresses, telephone numbers, services provided and intake hours for CLS, other public interest law firms, the Philadelphia Bar association, the District Attorney’s office, the Defender’s Association, and state and federal courthouses and offices.
• Responds to clients and performs other client contact as requested by attorney and paralegal staff
• Provides relief to other Receptionist/Clerks as requested by the Office Manager, and on occasion, serves as the backup for other support staff
• Closes and maintains files in accordance with standard office procedure for file maintenance and storage, and retrieves closed files at casehandlers request. 
• Operates and maintains office machinery necessary to complete assignments:

                - Fax

                - Photocopy

                - Scan

                - Type

• Copies documents for attorneys and paralegals
• Sorts and distributes mail to staff
• Delivers mail to Post Office in a timely fashion
• Maintains office supplies
• Performs minor maintenance of office equipment (i.e. change typewriter ribbons, refill paper or toner in photocopiers, change film/toner in facsimile machines), and notify Office Manager to place service calls for repairs as necessary
• Maintains work area and lobby’s physical appearance
• Performs additional functions and other duties as requested

In addition to those duties listed above, a Bilingual Receptionist/Clerk:

• Greets clients and other visitors and communicate by telephone in both English and Spanish
• Reviews and translates documents to and from English and Spanish
• Performs additional translation functions and duties as requested

SUPERVISORY RESPONSIBILITY:

No formal supervision responsibility.  Responsibility for one’s own work product and work within a unit performing similar functions. 

SKILLS and ABILITIES TO:

• Communicate effectively with clients, visitors, staff and co-workers in a non-judgmental, empathetic, patient, and understanding manner which shows sensitivity, tact and professionalism
• Exercise superior judgment, creativity and decisiveness
• Provide staff with a comprehensive level of clerical support to ensure that work is produced in an accurate and professional manner.
• Provide a positive interactive liaison between the casehandlers and their clients and other professionals.
• Ensure that there is a flexible flow of support around the daily activities faced by CLS staff.
• Provide mentoring assistance to new staff members as appropriate and necessary in order to ensure consistent staff development.
• Maintain a good attendance record and be punctual for the start of the business day and upon returning from lunch and breaks.
• Use automated software applications including Microsoft Office products
• Be efficient, patient and thoughtful in an environment that is subject to many interruptions
• Be dependable, show initiative and concern for the interests of clients
• Work cooperatively with other staff
• Use computers

EDUCATION AND EXPERIENCE:

Graduation from high school or a GED or equivalent experience is the minimum education requirement for this position. 

WORK ENVIRONMENT:

Typical office setting, which is adequately lighted, heated and ventilated. 

PHYSICAL DEMANDS:

Typically the position will require some walking, standing, bending, kneeling, and carrying of items of heavy weight (no more than 50 lbs.) 

This position is covered by the Collective Bargaining Agreement between Community Legal Services, Inc. (ACLS@) and the National Union of Hospital and Health Care Employees, AFL-CIO and its affiliate District 1199C.