Receptionist (34377)

Position Overview

The Legal Office Receptionist serves as the first point of contact for clients, visitors, and callers, ensuring a welcoming, professional, and organized reception area. This position supports attorneys, caseworkers, and administrative staff by managing client intake processes, maintaining confidentiality, coordinating office logistics, and providing administrative assistance that ensures efficient office operations.

• This is a Union eligible position.
• The receptionist is the first point of contact for clients, visitors and callers, ensuring professional,welcoming, and supportive experience. This role also supports office operations, basic facility'sneeds, and administrative tasks to keep our office running smoothly.
• This position may involve working outside of the regular business hours of Monday through Friday,8:30 a.m. to 5:30 p.m., CST.

Responsibilities

Reception & Client Services

*Oversee and maintain a welcoming, organized, clean, and safe reception and lobby area.

*Greet and assist callers, clients, visitors, and staff with professionalism and courtesy.

*Answer, screen, and route incoming calls, text messages, and inquiries; take accurate messages as needed.

*Schedule client appointments and maintain shared office calendars.

*Log client check-ins, notify caseworkers/attorneys of arrivals, and assist with intake/request forms whenappropriate.

*Provide basic information about services and resources within scope of knowledge.

*Coordinate interpreter and translation services as needed.

*Assist clients in retrieving documents securely and confidentially, ensuring sensitive information is protected.

Administrative Support

*Manage incoming and outgoing mail, including pickup, sorting, scanning, distributing, and preparing items fordelivery.

*Perform data entry and accurately record client and case information in case management systems.

*Provide general administrative support including filing, document preparation, and coordination with staff.

*Assist with meeting room setup and breakdown for events, training, and client sessions.

Financial & Recordkeeping (if applicable)* Create invoices and process client payments as directed.

* Prepare and deposit client payments, maintaining accurate financial records in compliance with organizational procedures.

* Support accurate timekeeping and case management tracking for billing and grant reporting.

Office & Facilities Support

* Track supply inventory, coordinate deliveries, and assist with facility needs.

* Check in/out office equipment (e.g., hotspots, cameras, CD-ROM drives), maintain safe inventory, and ensure accountability.

* Report facility or safety concerns promptly to management.

Other Duties

* Maintain client confidentiality and adhere to legal and ethical standards.

* Participate in staff meetings, training, and professional development.

* Perform other duties as assigned by supervisor.

Minimum Qualifications

Education

• High school diploma or equivalent,

Experience

• 1+ year of relevant experience in a receptionist, front desk, customer service, or administrative role (legal or nonprofit setting a plus)
• Fluency in both written and spoken English;
• Hold a valid driver's license, clean driving record and have access to reliable, insured transportation; and
• Knowledge of phone systems.
• Knowledge of office software (Google Workspace, Microsoft Office), and the ability to learn and adapt to multiple databases
• Must be eligible to obtain a Notary license.

Preferred Qualifications

• Proficient in a second language including but not limited to: Arabic, Spanish, Pashto, Dari, Urdu, Kinyarwanda, Swahili, French, Tigrinya or Burmese.
• Proficient in office software (Google Workspace, Microsoft Office), and the ability to learn and adapt to multiple databases
• Basic understanding of legal office terminology is helpful but not required.

Attributes

• Must demonstrate behavior that aligns with RAICES' mission, vision, and values - Proactive, Inclusion, Empowerment, Compassion, and Excellence.
• Comfortable working in a cross-cultural environment, compassionate toward individuals served, and a basic understanding of immigration and refugee services.
• Sound judgment and sensitivity to highly confidential information.
• Strong verbal and written communication skills. Must be able to interact effectively and professionally with clients, staff and visitors across diverse audiences while maintaining empathy and clarity.
• Highly organized and able to work collaboratively and autonomously in a fast-moving environment.
• Ability to work collaboratively and creatively while inspiring and motivating others to achieve common goals.
• Physical requirements may include carrying up to 25 lbs., loading and unloading donated items, and standingand carrying items.
• Highest level of professional and ethical conduct.
• Willingness to travel, as needed, for RAICES meetings and events as needed.

RAICES is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law.