Job title: Receptionist

Job Posting Date: November 7, 2024

Closing: Open until filled

FLSA Status: Non-Exempt

Location: Portland, Oregon

Category: Full-time (Bilingual English/Spanish required)

ORGANIZATION SUMMARY

Innovation Law Lab (Law Lab) is a 501(c)(3) nonprofit organization that leverages technology, law, and organizing to fight for immigrant and refugee justice.

JOB SUMMARY

The Receptionist is responsible for greeting, welcoming, directing and announcing all office visitors appropriately. The Receptionist supports the Director of Operations and works closely with the Director to maintain a safe and welcoming environment for all visitors, clients and stakeholders. The Receptionist provides stellar administrative and clerical support to achieve designated objectives within Innovation Law Lab’s diverse portfolio of work. The Receptionist works from the main Portland office, greets and welcomes clients, visitors, and others; checks guests in and out; coordinates day of services for guests and other legal and community education services, and provides culturally appropriate services for a wide variety of individuals. The incumbent takes initiative to coordinate their own day-to-day workload in order to achieve the goals and objectives within their assigned portfolio. The Receptionist works closely with other team members to support the delivery of a diverse array of goals, objectives, projects and programs that leverage law, technology and organizing to advance immigrant and refugee justice. The Receptionist performs a wide variety of administrative tasks including, but not limited to, general clerical support, data entry, conducting research, processing and preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing accounting support, making travel arrangements, and maintaining calendars and schedules. The Receptionist wears many hats, consistently supports team members with numerous projects, works independently, and plays an active role in achieving the goals and objectives of the work assigned in their portfolio. The Receptionist reports to the Director of Operations and Compliance and works closely with the Office Manager

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

The following are the essential job duties and responsibilities of the Receptionist.

• Greets clients, visitors, and guests as soon as they arrive at the office; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Ensure reception areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Keeps all office spaces organized, maintains supplies and inventory well stocked.
• Assist in the facilitation of events. Manages meeting spaces, and arranges in-person or virtual meetings.
• Arranges travel and accommodations, and prepare vouchers
• Supports purchasing requirements for programs, researching items and obtaining price quotes. Keep updated records of office expenses and costs.
• Processes information into Law Lab’s systems, and maintains record information as required.
• Troubleshoots internet and equipment issues with vendors. Trains staff on proper use of equipment and other tools including phone applications, mailing machine, scanner and printers.
• Performs donor maintenance tasks and generates donor correspondence.
• Performs administrative and clerical duties as required to support the mission of the organization.
• Performs other duties as assigned.

EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES

The following are the minimum levels required to successfully perform the Essential Job Duties and Responsibilities.

• Two or more years of experience working directly with clients in customer service settings, front desk, or similar position.
• Excellent English written and oral communication skills.
• Excellent interpersonal and customer service skills.
• Exceptional Spanish language skills, particularly spoken Spanish and the ability to interact and relate to individuals from a wide array of socioeconomic backgrounds and lived experiences
• Strong attention to detail and problem solving skills.
• Strong organizational and planning skills, while also maintaining a high degree of flexibility.
• Ability to work independently as well as collaboratively on a team in a fast-paced, high intensity hybrid environment.
• Must consistently demonstrate teamwork and positive day-to-day work relationships and interactions with staff, stakeholders, government officials, and others.
• High school diploma or equivalent.

WORKING CONDITIONS

Environment and Physical Requirements: The Receptionist works in person at the Innovation Law Lab, Portland office each business day. The Receptionist interacts with staff, visitors, vendors, government agencies, and stakeholders. The position sits, stands, walks, bends, lifts, stoops, and moves intermittently during working hours. The incumbent must be able to lift, push, pull and move files and other equipment in excess of 10 pounds.

Other Duties and Responsibilities: This job description is a summary of the essential duties and responsibilities for this job, and it does not represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. Nothing in this description restricts Law Lab’s right to assign or reassign duties at any time.

Accommodation Statement: Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require an accommodation in order to perform the essential duties and responsibilities of this job, please contact the Law Lab Operations Director.

Compensation: Salary will be set at an hourly rate commensurate with experience and skills with a base pay of at least $21.50 – $23.50/hour. We offer an excellent benefits package that includes medical, dental, vision, ability to enroll in Law Lab’s 401(k) plan, paid vacation and sick time, 2 floating holidays, professional development time, and public transportation subsidy.

Hours: The Receptionist position is a full time position and works a minimum of 40 hours per week. The position is classified as non-exempt and is eligible for overtime pay. Regular business hours are Monday – Friday from 8am – 5pm.

Equity, Diversity and Inclusion Statement

At Innovation Law Lab, our aim is to foster a diverse, inclusive, and equitable environment where everyone feels empowered to be their whole selves and is treated with dignity and respect. We welcome applications from qualified individuals, irrespective of their race, skin color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, disability status, or any other characteristic.

Application Instructions: To apply, send your resume and a cover letter to jobs@innovationlawlab.org. Questions may also be directed to jobs@innovationlawlab.org. Applications will be reviewed on a rolling basis until the position is filled.

Innovation Law Lab is an Equal Opportunity Employer