Bilingual Front Desk Receptionist (English/Spanish)

Bilingual Front Desk Receptionist (English/Spanish)

Immigrant Law Center of Minnesota (ILCM)

About the Position

The Front Desk Receptionist plays a key role in creating a welcoming, professional, and supportive environment for visitors, clients, and staff. As one of the first points of contact for ILCM, this position manages the organization’s main reception area, greets and directs guests, answers and routes phone calls, responds to general inquiries, connects clients with appropriate ILCM services and resources, and provides high-quality administrative support to help ensure smooth daily operations.

The Front Desk Receptionist maintains organized systems, assists with scheduling and communications, handles incoming and outgoing mail, and collaborates closely with program, legal, and administrative teams to support client services and office needs.

This role requires strong communication skills, sound judgment, attention to detail, and a customer-service mindset, as well as the ability to handle every call and client interaction with professionalism, discretion, confidentiality, and care.

Why Work at ILCM?

At ILCM, you will: Champion social justice and contribute to meaningful community impact.

• Work for an organization that values diversity, equity, and belonging.
• Work in an environment where new ideas and multiple perspectives are valued.
• Be part of a committed organization dedicated to serving and empowering immigrant and refugee clients.
• Have the opportunity to make a meaningful impact by enhancing opportunities for immigrants and refugees in Minnesota and North Dakota.
• Receive competitive and transparent compensation designed to reflect contributions, impact, and market value.

Provided Paid Leave

Paid Time Off (PTO): Employees earn 12.5 hours per month during the first 2 years of employment (4 weeks), 15.625 hours per month during years 2–5 (5 weeks), and 18.75 hours per month after 5 years (6 weeks). Employees may carry over up to 80 hours of unused leave from year to year.

Earned Sick and Safe Time (ESST): In compliance with Minnesota law, ILCM provides paid sick and safe leave. Employees receive 80 hours of sick and safe time, prorated upon commencement of employment. Unused ESST does not carry over from one calendar year to the next and is not paid out at the end of each year.

Holiday Leave: ILCM observes most major federal holidays, including the days between Christmas Eve and New Year's Day. Employees also receive one floating holiday and may exchange holidays that do not fall within their religious or cultural background for alternative holidays.

Paid Family & Medical Leave: Provided in compliance with Minnesota law. See the Employee Handbook and Benefits Guide for additional information.

Benefits

• Medical, dental, and vision insurance with employer contributions.
• Employer-paid life and disability coverage.
• Voluntary life insurance available at employee cost.
• SIMPLE IRA retirement plan with employer match.
• FSA and HSA options with employer contributions. HSA is available only to employees enrolled in the HSA medical plan.
• Pet benefits and pet discount program with employer contributions.
• $50 per month remote connectivity stipend.
• Payment of organizational and membership dues.
• $500 annual training and professional development budget.

Primary Responsibilities

Client & Visitor Services

• Answer incoming calls during scheduled office hours, respond to general inquiries, and route calls appropriately.
• Provide referrals whenever possible or redirect calls as appropriate.
• Maintain current knowledge of ILCM programs, services, referral resources, and front desk procedures.
• Greet, assist, and direct visitors in a professional and welcoming manner.
• Receive payments by cash, money order, or personal check and provide receipts.
• Receive, direct, and relay telephone messages, faxes, and general office emails.

Office & Administrative Support

• Process incoming mail by date-stamping, scanning, and distributing general correspondence.
• Make occasional trips to the post office and FedEx as needed.
• Maintain a welcoming and organized reception area and keep informational materials stocked.
• Maintain an organized and up-to-date mailbox and administrative forms area.
• Maintain inventories of office and kitchen supplies.
• Place online orders for supplies and equipment.
• Deliver outgoing mail to the mailbox each day.
• Maintain office copiers, including restocking paper, changing toner, and coordinating repairs with vendors.
• Assist with requests to send files to or retrieve files from storage.
• Coordinate customer support with vendors, including submitting service tickets for technology and equipment issues such as the phone system, copiers, and postage meter.
• Prepare welcome packages and materials for new staff members.
• Assist with room reservations and other calendar-related items.

Records & Internal Controls

• Complete regular data entry as needed or requested by management.
• Complete monthly reconciliations of client documents, filing fees, emergency basic-needs payments, and related records to support accuracy and strong internal controls.

Secondary Responsibilities

• Complete time records for financial management, grant reporting, and compliance purposes.
• Provide administrative support to legal teams as needed, including assisting with client signatures and handling immigration-related documents in accordance with established procedures.
• Participate in team meetings and monthly all-staff meetings.
• Participate in training and professional development opportunities as assigned or required.
• Assist unscheduled walk-in clients as needed.
• Perform other duties and special projects as assigned.
• Serve as backup for coordinating interpreter requests.
• Serve as backup for coordinating translation requests.
• Provide backup coverage for the Intake line as needed.

Qualifications | Knowledge, Skills & Abilities Required

• High school diploma or equivalent.
• Previous experience in professional administrative support, reception/front desk operations, or customer service.
• Fluency in spoken and written Spanish and English is required.
• Experience in a legal-services environment preferred; nonprofit or other client-facing professional office experience is also valuable.
• Experience with LegalServer and/or other timekeeping or case management systems preferred.
• Experience working with immigrant and refugee communities or other culturally diverse communities.
• Familiarity with community resources and referral networks serving immigrant and refugee communities.
• Proficiency with Microsoft Office applications, including Word, PowerPoint, Excel, Outlook, Teams, and SharePoint.
• Ability to quickly learn and navigate database programs used to manage client and contact information.
• Strong attention to detail, organization, and time-management skills, with the ability to prioritize multiple tasks and consistently meet deadlines.
• Experience using office equipment such as copiers, scanners, and multi-line phone systems.
• Excellent interpersonal, verbal, and written communication skills, with a strong customer-service orientation, active listening skills, and the ability to build positive relationships with clients, partnering agencies, board members, volunteers, independent contractors, and staff.
• Ability to work independently, solve routine problems, and exercise sound judgment.
• Proactive and reliable work style, with a strong sense of ownership and urgency.
• Ability to work collaboratively as a supportive and proactive team member.
• Ability to remain calm, patient, and professional when assisting clients in high-volume, stressful, or sensitive situations and to follow established escalation and de-escalation procedures when appropriate.
• Commitment to maintaining confidentiality and handling sensitive information appropriately.
• Commitment to serving low-income immigrant and refugee communities and working respectfully with people from diverse economic, cultural, and ethnic backgrounds.

Compensation & Benefits

ILCM is proud to offer a competitive compensation package, including a starting salary of $22.81/hour, depending on experience, along with a comprehensive benefits package.

How to Apply

Please submit a letter of interest or cover letter and resume to hr@ilcm.org.

This position is open until filled. Qualified candidates will be contacted on a rolling basis for an initial screening call and will receive additional information about the remainder of the selection process at that time.

If you require a reasonable accommodation to complete this application, interview, or otherwise participate in our employee selection process, please contact Diego Rivera at diego.rivera@ilcm.org.

Please direct all other inquiries to hr@ilcm.org.

Not sure you meet all the qualifications? Let us decide!Research shows that members of underrepresented groups may be less likely to apply for jobs when they believe they do not meet every qualification, even when they may be qualified for the position. We are committed to creating a diverse and inclusive environment and strongly encourage you to apply.

Learn more about ILCM: https://www.ilcm.org/

ILCM is an equal opportunity employer and is committed to providing a work environment that is free from harassment and discrimination. ILCM provides equal opportunity to all applicants for employment in accordance with all federal, state, and local laws and will not refuse to hire any qualified individual or otherwise discriminate against any individual by reason of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, familial status, status with regard to public assistance, or any other characteristic protected by law.

ILCM is committed to providing all reasonable accommodations required by law to qualified individuals with disabilities who are applicants for employment and/or who are employed at ILCM.