The Office Assistant will serve at the front desk of the LCA Bend Office and will be the first point of contact for clients, partners and volunteers. They will be responsible for greeting people as they arrive in the office, answer and transfer phone calls, coordinate information & referral services, take messages and manage incoming and outgoing mail, and will collect, review and update data and information in two or more languages.

This role is designed for an individual who excels in a front-facing environment, providing essential administrative support and ensuring every visitor feels welcomed and heard. The Assistant will focus on accurate data entry, initial client screenings (intakes), and efficient communication management to support the broader Office team.

This position reports directly to the Client Services Coordinator.

This is a full-time (40 hours/week) non-exempt position. The work schedule is dependent on the office hours, and requires opening and closing the office four days/week and working one day/week while closed to the public. Occasional evening and weekend work is sometimes necessary.

Example Schedule:

Monday, Tuesday, Thursday
9:30 am – 5:30 pm

Tuesday
9:30 am – 7:30 pm

Friday
10:00 am – 4:00 pm (or flexible)

Saturday Off
occasional weekend hours determined by event schedules

Sunday Off
occasional weekend hours determined by event schedules

PRIMARY RESPONSIBILITIES

• Greet and welcome clients, partners, and visitors in a professional and culturally responsive manner.
• Engage with community members to understand and assess their situations, identify immediate needs, and connect them to the appropriate services, programs, and partnerships.
• Collect, review, accurately enter, and update client information, intake forms, event data, client interactions, and other organizational services in Apricot, ensuring completeness and compliance with organizational and program confidentiality standards.
• Assist clients with basic form completion, provide information regarding available community resources, create external referrals when applicable, and/or create internal referrals to appropriate LCA programs, such as, Healthy Families, or Workforce Education
• Conduct bilingual client outreach via phone and messaging to drive event attendance and maintain ongoing process follow-ups
• Manage the main phone system; screen and route calls to the appropriate staff members, take detailed messages, and ensure their timely delivery to the appropriate LCA staff. .
• Monitor and respond promptly to general organizational emails, chats, and inquiries.
• Perform general clerical duties, including sorting and distributing mail, preparing documents, photocopying, and filing.
• Monitor and track office supply inventory, notifying the Client Services Manager when reordering is needed.
• Maintain organized and up-to-date client files in accordance with confidentiality and data protection standards.
• Maintain a clean, organized, and welcoming reception and waiting area, including the lobby, common areas, and nearby restrooms.
• Update and maintain the community resource bulletin board with current information.
• Schedule and coordinate client appointments for the Client Services Coordinator and Client Services Manager.
• Manage Community Room reservations and contracts, including occasional weekend checks to ensure the room is in order.
• Provide logistical and administrative support for events, outreach initiatives, and community tabling, including the Consulado mobile, Día de Muertos, others.
• Assist with event logistics, including picking up, transporting, and setting up materials or supplies for meetings and events.
• Support with community events with specific tasks as assigned.
• Support with tax season, OWRF Navigations.
• Perform additional duties as assigned by the supervisor.

REQUIREMENTS

• High School Diploma, GED, or equivalent preferred
• Two years of relevant professional experience
• Exceptional interpersonal skills with the ability to remain calm and professional in a fast-paced environment.
• Experience working with diverse populations and a commitment to the non-profit’s mission of community support.
• Excellent attention to detail
• High attention to detail and the ability to manage repetitive data entry tasks with a high degree of accuracy, while working independently to meet deadlines.
• Proven customer service skills
• Complete all required company trainings CPR, CHW, ECO/OWRF, HRSN EPIC Informed trauma, others
• Proficient in standard office software, including Google Workspace, Microsoft Word, Excel, and PowerPoint/ Canva
• Ability to create, edit, and format basic business documents and simple data tables.
• Comfortable navigating online databases to enter client information and pull basic reports (experience with social service databases such as Apricot is preferred).
• Comfortable using digital mail and calendar systems to coordinate appointments.
• Ability to open, edit, and save basic text documents and simple spreadsheets.
• Familiarity with navigating online folders and shared filing systems to locate information.
• Familiar with common office equipment, such as telephones, computers, and copy machines
• Strong written and verbal communication skills in both English and Spanish
• Experience in scheduling and meeting coordination
• Demonstrated reliability and professional demeanor
• Ability to use computers and office equipment for data entry, scanning and filing.

COMPENSATION AND BENEFITS

This is a non-exempt position. The hourly pay for this position will be $ 21 – 23 / hour depending on experience.

Other benefits include:

• Matching employer contribution to a 401K retirement plan
• PTO and Sick leave benefits
• Health insurance reimbursement (up to $450 monthly)
• Annual health expense stipend ($1,000) for health related expenses ( on the anniversary year)
• Work-related mileage is compensated according to the regional or county prevailing rate. This does not include mileage between work and home. A personal vehicle and valid Oregon license are required within 30 days of hire for travel to each LCA office.

WORKING CONDITIONS

The work environment is primarily in an office setting with a high percentage of time spent using a computer or laptop. The environment sometimes includes elevated levels of stress that includes exposure to community trauma. This position requires occasional weekend and evening work. Some of LCA’s events take place outdoors in parks or community spaces. This role may occasionally require lifting and carrying items (typically up to 25 pounds) and traveling locally to support office operations. LCA provides equal employment opportunities and we invite people of all races, ethnicities, colors, religions, genders, gender expressions, sexual orientations, national origins, ages, and abilities to apply.

APPLICATION MATERIALS

To apply for this position, send the following materials via email to the hiring and recruitment team, at hr@latinocommunityassociation.org. Please write Office Assistant – Bend in the email subject line.

• Cover letter highlighting how your qualifications fit the position and why you think you are the best person for the job.
• Detailed resume that speaks to the qualifications and responsibilities listed above.
• Contact information for two or more professional references.
• This position will be open until filled, but complete applications received by September 30th will receive priority consideration. For more information about the Latino Community Association, visit www.latinocommunityassociation.org