Front Desk & Program Assistant (Bilingual - Spanish)
What You Will Do:
Welcome & Support Families
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Serve as a welcoming first point of contact for families, visitors, and community partners at Hively's Pleasanton office.
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Help families identify and access Hively programs, child care resources, and other community services based on their individual needs.
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Provide child care referrals and educational resources to families and help guide them through the process of identifying and securing quality child care.
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Help families navigate enrollment and application processes for programs such as CalFresh and Covered CA.
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Connect families with the appropriate Hively staff, departments, or external community resources when additional assistance is needed.
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Provide Spanish-language assistance to families as needed.
Manage the Family Resource Center
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Manage the day-to-day operations of Hively's Pleasanton Family Resource Center and Community Closet.
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Maintain a welcoming, clean, organized, and well-stocked environment for families.
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Receive, organize, sort, label, and store donated items and supplies.
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Coordinate donation drop-offs and local donation pick-ups as needed.
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Maintain appropriate records for donations and provide receipts to donors.
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Prepare and maintain family enrollment welcome bags and other resources distributed to families.
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Help coordinate and oversee volunteers supporting Family Resource Center activities.
Provide Program & Office Support
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Provide administrative and program support to Hively teams as needed, including Community Services, Intake, Provider Support, and Referral teams.
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Provide cross-trained coverage to help ensure families continue receiving timely assistance when other team members are unavailable.
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Support community events, volunteer activities, outreach efforts, trainings, and other special projects.
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Assist with the collection and tracking of client surveys and other program information.
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Enter and maintain accurate client, referral, donation, and service information in Hively systems.
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Use tools such as Google Workspace, Zendesk, and Notion to maintain records, resources, and internal information.
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Assist with general Pleasanton office needs, including maintaining shared spaces, organizing resources and supplies, and distributing incoming mail.
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Travel to other Hively locations throughout Alameda County to support programs, outreach activities, and special events as needed.
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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