Front Desk & Program Assistant (Bilingual - Spanish)

Job description

**Who We Are** Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve. If this resonates with you, we invite you to apply to join our team. **Our Team & Culture** Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect. **The Opportunity** The Front Desk & Program Assistant is the welcoming face of Hively’s Pleasanton office and serves as an initial point of contact for families, visitors, and community partners. This position provides day-to-day support for Hively’s Family Resource Center, connects families with child care and community resources, and provides administrative and program support across the organization. The ideal candidate is warm, approachable, organized, resourceful, and enjoys helping people. ### What You Will Do: **Welcome & Support Families** - Serve as a welcoming first point of contact for families, visitors, and community partners at Hively's Pleasanton office. - Help families identify and access Hively programs, child care resources, and other community services based on their individual needs. - Provide child care referrals and educational resources to families and help guide them through the process of identifying and securing quality child care. - Help families navigate enrollment and application processes for programs such as CalFresh and Covered CA. - Connect families with the appropriate Hively staff, departments, or external community resources when additional assistance is needed. - Provide Spanish-language assistance to families as needed. **Manage the Family Resource Center** - Manage the day-to-day operations of Hively's Pleasanton Family Resource Center and Community Closet. - Maintain a welcoming, clean, organized, and well-stocked environment for families. - Receive, organize, sort, label, and store donated items and supplies. - Coordinate donation drop-offs and local donation pick-ups as needed. - Maintain appropriate records for donations and provide receipts to donors. - Prepare and maintain family enrollment welcome bags and other resources distributed to families. - Help coordinate and oversee volunteers supporting Family Resource Center activities. **Provide Program & Office Support** - Provide administrative and program support to Hively teams as needed, including Community Services, Intake, Provider Support, and Referral teams. - Provide cross-trained coverage to help ensure families continue receiving timely assistance when other team members are unavailable. - Support community events, volunteer activities, outreach efforts, trainings, and other special projects. - Assist with the collection and tracking of client surveys and other program information. - Enter and maintain accurate client, referral, donation, and service information in Hively systems. - Use tools such as Google Workspace, Zendesk, and Notion to maintain records, resources, and internal information. - Assist with general Pleasanton office needs, including maintaining shared spaces, organizing resources and supplies, and distributing incoming mail. - Travel to other Hively locations throughout Alameda County to support programs, outreach activities, and special events as needed. - Perform other duties as assigned. ### What you should bring: - Bilingual fluency in English and Spanish. - Experience working directly with families, clients, customers, or community members. - Strong customer-service skills and a warm, approachable communication style. - Strong organizational skills and attention to detail. - Ability to manage multiple responsibilities and adjust priorities throughout the day. - Ability to communicate clearly and professionally, both verbally and in writing. - Ability to build positive working relationships with people from diverse backgrounds. - Comfort learning and using technology, including Google Workspace or Microsoft Office. - Ability to handle confidential information with discretion. - A collaborative, flexible approach and willingness to help wherever needed. - Reliable transportation for occasional local donation pick-ups and travel between Hively locations. - Ability to occasionally work evenings or weekends for community events and outreach activities. ### Preferred Knowledge, Skills and Abilities: - Experience working in a nonprofit, human services, family services, or community-based organization. - Experience providing services to diverse communities. - Experience with Zendesk or another CRM, ticketing, or client-management system. - Experience connecting families with community resources or public-benefit programs. ### Physical Requirements: - Ability to sit at a desk, conference table, or in meeting rooms of various configurations for extended amounts of time - Ability to stand for extended amounts of time - Manual dexterity to use a telephone and computer - Facility to hear and understand speech at normal room levels, and to hear and understand speech on phone - Facility to speak in audible tones so that others may understand clearly in normal conversations and over the telephone - Physical agility to lift and carry up to 20 pounds and to bend, stoop, walk and reach overhead - Physical agility to push/pull, squat, twist and turn - Mental acuity to perform the essential functions of this position in an accurate and timely fashion; to make good judgments and decisions; and to evaluate the results of decisions and judgments