Receptionist - Legal Fund

Summary

The 32BJ Legal Services Fund provides legal representation to over 100,000 eligible union members and their families in several states. We are a mission-driven, client-centered team committed to delivering high-quality, accessible legal services to our members. Under the supervision of the Staff Administrator the receptionist welcomes, greets and directs in person visitors and answers and directs telephone calls. 

Essential Duties and Responsibilities

• Answers, directs, and transfers incoming calls.
• Greets clients and visitors.
• Determines the purpose of the person’s visit or phone call.
• Provides appropriate direction, instruction, or paperwork to walk-in visitors.
• Confirms client eligibility.
• Creates, enters, scans and processes new client files using case management software.
• Maintains and distributes intake documents for department supervisors, attorneys, and paralegals.
• Gathers, maintains, and tallies weekly intake appointment records for statistical reports.
• Announces the arrival of scheduled and follow-up appointments to each department and fund personnel.
• Follows workflows to resolve member inquiries or questions, emergencies, and department protocols.
• Maintains and replenishes literature in the reception area.
• Ensures the Intake Rooms are organized and stocked for day-to-day use.
• Operates computer with multiple information screens to research and resolve member inquiries and make necessary entries.
• Emails departments and timekeeper of staff calling out of the office.
• Ability to communicate with clients effectively and tactfully in both English and Spanish, and Funds staff.
• Performs any other relevant, related, or pertinent work or duties as requested or assigned.

Technical Skills

• Strong ability to multitask in a fast-paced environment.
• Ability to prioritize work and meet deadlines.
• A demonstrated capability to manipulate and use multiple software programs simultaneously.
• Strong analytical, problem solving and decision-making skills.
• Excellent organizational and prioritizing skills.

Interpersonal Skills

• Strong oral and written interpersonal skills.
• Demonstrated customer service orientation.
• Ability to effectively operate in a fast-paced work environment.
• Excellent listening skills.
• Detail oriented with excellent organization and communication skills.
• Experience working directly with customers.
• Maintain professional appearance and demeanor.

Qualifications:

• Bilingual in English and Spanish required.
• Bachelor’s degree required.
• Previous experience in reception, customer service or call centers is preferred.
• Ability to analyze customer needs and provide appropriate solutions.
• Strong problem-solving and time management skills.
• Ability to prioritize and meet tight deadlines.
• Exceptional attention to detail.
• Proficient in using computer systems and software applications.

Work Environment

The work environment described here is representative of the environment an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.