Receptionist & Case Aide (Karen Speaking) Part-Time

Salary: $21.00 – $25.00 per hour, depending on experience
Status: Part-time, 20 hours/week
Job Location: KOM office (in-person)
Job Address: 2353 Rice St., Suite 240, Roseville, MN 55113
Benefits: Eligible for Earned Sick and Safe Time (ESST) and regular employer-paid training. Position is not eligible for health, disability, or life insurance benefits.
Reports to: Program Supervisor
Posting Close Date: Open until filled

Work Schedule

This position will need to work two days as 8 hour shifts from 8:30AM-5:00PM and one day as a 4 hour shift during normal business hours between Monday and Friday. To be negotiated at hire.

Position Description

The Receptionist serves as the first point of contact for community members and refugee families seeking services at the Karen Organization of Minnesota (KOM). This position welcomes walk-in clients, answers phone calls, and helps connect individuals with appropriate programs and staff. The Receptionist also supports staff with administrative and clerical tasks
including appointment reminders, follow-up phone calls, mailings, and data entry. This role plays an important part in ensuring community members feel welcomed and are able to access KOM services efficiently and respectfully. The individual in this position will also be required to complete MNsure Navigator training.

Key Responsibilities

Client and Guest Services

• Welcome and assist all community members, clients, and guests who visit KOM
• Collect client intake information and enter data accurately into the Apricot database
• Answer incoming phone calls using a multi-line business phone system and direct calls to appropriate staff
• Identify client needs and provide referrals to KOM programs and community resources
• Manage client flow during walk-in service hours by tracking order of service and coordinating staff availability
• Respond to voicemail and email inquiries in a timely and professional manner
• Assist staff with appointment reminder calls and follow-up communication with clients
• Help clients complete registration, intake, or program forms as needed
• Maintain a welcoming, respectful, and culturally responsive front desk environment
• Send reminders to staff to complete case notes for walk-in clients to ensure that the tracker stays accurate and up-to-date.

Office Operations Support

• Provide administrative support including mail merges, label creation, envelope stuffing, filing, copying, and other office tasks as assigned.
• Generate and review mail merge documents using donor or client data provided by the Senior Development Officer
• Assist with correcting formatting, salutations, and name presentation in mailed communications
• Prepare outgoing mailings including folding, collating, labeling, postage processing, and delivery to the building mailbox
• Distribute incoming mail and packages to staff
• Maintain office supply inventory and ensure supplies are replenished before they run out
• Maintain a clean, organized, and welcoming reception and lobby area
• Assist with data entry and general administrative support as needed
• Support organizational outreach events, workshops, and community activities when requested

Qualifications

Minimum Qualifications

• U.S High School Diploma or equivalent required
• Native or fluent proficiency in Sgaw Karen. Pwo Karen and Karenni ability a plus.
• Strong English communication skills
• Experience in customer service, reception, or community services preferred
• Strong phone communication skills
• Basic computer skills (Microsoft Word, Outlook, data entry)
• Willingness and ability to complete MNsure Navigator training and certification requirements

Required Skills and Knowledge:

The ideal candidate for this position will have an interest in community service and supporting refugees from Burma and other immigrants living in Minnesota.

• Ability to speak, read, and write fluently in English and S’gaw Karen. Ability to speak one or more of the following languages is a plus: Pwo Karen, Karenni, Burmese, or Thai.
• Ability to type in Karen is also a plus.
• Strong organizational and prioritization skills, demonstrating flexibility in pivoting tasks and handling regular interruptions
• Ability to work with individuals from diverse cultural backgrounds
• Friendly and approachable with ability to remain calm and professional in all situations. Trained in deescalation techniques a plus.
• Ability to work remotely if needed (access to the internet, very responsive via email and phone, willing to learn Microsoft Office 365 and other computer programs) and in-person at KOM’s office in Roseville. KOM will provide a laptop.
• Ability to work independently and take initiative
• Ability to maintain confidentiality and handle sensitive client information professionally

About Karen Organization of Minnesota

The Karen Organization of Minnesota (KOM) is a nonprofit organization dedicated to supporting refugee and immigrant communities as they resettle, integrate, and become increasingly self-sufficient in the United States. KOM provides a wide range of programs and services including social services, employment and training, youth programs, health navigation, financial empowerment, and walk-in support.

Equal Opportunity Employer

Karen Organization of Minnesota is an Equal Opportunity Employer. We encourage applicants from diverse backgrounds and communities to apply.

To Apply:

Please submit a resume, cover letter, and 3 professional references to: Alice Buckner | humanresources@mnkaren.org