Job Description

 

Job Title:        Receptionist and Administrative Assistant

Supervisor:     Office Manager

Location:        HIAS and Council Migration Service of Philadelphia

                        2100 Arch Street, 3rd Floor

                        Philadelphia, PA 19103

 

Organizational Background:  HIAS and Council provides immigration counseling and assistance to refugees and immigrants.  Many people with Limited English Proficiency (LEP) call the agency.  We currently have three immigration specialists, an attorney Program Coordinator, and six attorneys on staff.  HIAS and Council is a partner agency of the Jewish Federation of Greater Philadelphia.  We are located in Center City Philadelphia in the Jewish Community Services Building.  This position is an excellent opportunity to learn more about the immigration field.  Bi-lingual candidates, especially English-Spanish preferred.

 

Responsibilities:

 

  1. Reception Area Management

·        Open office promptly at 9:00 a.m. and closes no earlier than 5:00 p.m., Monday through Friday.

·        Answer telephone lines and direct calls to the appropriate staff member and/or take messages for staff.

·        Facilitate welcome of walk-in clients and refer to appropriate staff member for assistance.

·        Maintain order and cleanliness of reception and conference areas.

 

 

  1. Administrative Assistance:

·        Process outgoing and distribute incoming mail to program staff each day, preparing certified and express mailings as needed.

·        Manage appointment schedules of staff.

·        With Office Manager, collect and distribute incoming faxes.

·        Assist in copying documents and preparing basic immigration forms as needed.

·        Maintain and update client databases.

·        Complete immigration forms for staff

·        Minor correspondence

 

 

Qualifications:

 

·        Well-developed office organizational skills with the ability to perform multiple tasks in an efficient and effective manner.

·        Demonstrated ability to work independently while greeting incoming visitors and clients in a busy office environment.

·        Ability to prioritize work in order to complete required tasks efficiently and effectively.

·        Must be punctual, friendly and articulate and able to maintain patience in a busy office setting.

·        Well-developed interpersonal communication skills and ability to engage in creative problem-solving with staff.

·        Knowledge of computers including, Windows XP, database entry, and electronic mail.

·        Ability to communicate well in English.

·        Demonstrated interest in working in a social services organization and ability to be sensitive to the needs of a diverse client base, including limited English proficiency individuals.

·        Previous administrative/receptionist experience preferred.

 

Compensation:  Starting salary is $20,000.  In addition, comprehensive benefits are provided including health care and generous holiday benefits.

 

Please send resume and cover letter by fax or email to:

 

Judith Bernstein-Baker, Esq.

Fax (215) 832-0919

E-mail: hiasphl@hiaspa.org

HIAS and Council Migration and Service of Philadelphia

2100 Arch Street, 3rd Floor

Philadelphia, PA 19103

 

Deadline for resumes:                January 4, 2008

No phone calls please.