Administrative Coordinator Client Services

Description: 1.
Provide excellent quality and timely administrative support services to client services constituents with safety, compassion and effectiveness.
a.
Manage reception – Provide courteous, professional and compassionate reception; ensure reception area is kept safe, professional looking and clean; answer telephones; check voicemails and take messages; direct phone calls to appropriate personnel; schedule case manager appointments.
b.
Administrative support – Manage general office duties including but not limited to maintaining program and office supplies; general data entry, file and record keeping; maintain office machines; support Client Services Manager or dept.
team as needed; manage staff calendars; ensure office areas, conference room and staff break areas are maintained sage and clean; run any requested database reports; scan and upload any hard copy documents into appropriate client services folders in the Agency’s cloud; collaborate with supervisor to improve or streamline administrative service systems for client services.
c.
Provide excellent customer services- Engage directly with clients/visitors to determine needs; ensure appropriate identification has been received from client; trouble shoot and redirect as needed; answer inquiries and provide information regarding Agency services.
2.
Perform intake services – Determine appropriate direction to be taken for clients within program or provide referrals to external resources or provide agency information to appropriate program.
3.
Perform task to support the Holiday Program.
This may cause some redirection of day-to-day work normally done throughout the year.
4.
Assist with training and supervision as needed of assigned program volunteers.
5.
Sustained professional boundaries with all Agency constituents.
6.
Maintain confidentiality and perform all work with high integrity, ethics and within Agency values.
7.
Communicate effectively and timely in all aspects of the job.
8.
Assess personal safety in each interaction and undertake due diligence in maintaining personal safety.
9.
Conduct all business and work within federal, state, county, municipal, industry and agency regulations, policies and procedures.
10.
Assist with the maintenance of a safe work environment for all and report any incidents or COVID violations within 24 hours or immediately.
11.
Support, assist and attend general Agency events, activities and functions.
12.
Attend any assigned trainings or meetings internal or external- represent Samaritan House positively and professionally.
13.
Support Controller with other duties within the Finance and IT Departments as assigned.
14.
Perform other duties as directed.
Requirements: Preferred and Required skills for success of this position include but are not limited to the following.
In some cases, long term experience may substitute for Education.
Education and Certifications · College education preferred -AA Degree in social or human services or related field.
Related experience may substitute for educational requirements.
Experience · Two years working in an administrative role in a non-profit/human services program including general reception.
· Two years’ experience in customer service role.
· Bilingual and Bicultural Spanish candidate required - Excellent communication skills required in both English and Spanish.
Experienced with how to communicate, translate, read, write and speak both English and Spanish at an expert level in both languages.
Candidates who cannot communicate at this level in both languages cannot be considered.
· Excellent computer proficiency; experienced with all programs in Microsoft Office Suite and Windows-based operating systems; Ability to learn new computer databases.
Familiarity with HMIS, Clarity and related data entry is highly desirable.
Knowledge, Skills, and Abilities: · Strong administrative, adaptive, multi-tasking and organizational skills.
Strong attention to detail and ability to produce excellent and timely quality work is required.
Ability to successfully manage time, prioritize work, and alter priorities in a fast paced and ever-changing environment.
· Clear understanding of professional boundaries with high-risk clients and other agency constituents under all circumstances as well as the ability to ensure and maintain confidentiality in all aspects of work.
· Excellent interpersonal and emotional intelligence skills required.
Must be able to regularly interact effectively, compassionately and empathically with all constituents of diverse backgrounds and in various states of tension.
Must be able to maintain positive relationships with constituents.
· Ability to maintain professionalism and deliver excellent client service under all circumstances.
Must be able to engage, maintain and build relationships with new and current constituents.
Ability to work independently and with teams.
· Must have understanding and ability to comply with agency regulations, policies and procedures demonstrated through compliance efforts and activities.
· Excellent record keeping skills.
Ability to maintain all work and associated files current.
Strong and timely data entry skills.
· Ability to conduct all business with agency values, professionalism, high level of ethics and high integrity; ability to exercise appropriate judgment and timely decision making under various conditions is required.
· Excellent initiative and ability to work independently and within a team.
Ability to proactively identify challenges and have a resourceful and solutions-based approach to challenges.
Must be able to manage and de-escalate problem situations successfully.
· Candidate must be able to travel between agency sites or other locations as assigned.
Valid California driver’s license, dependable transportation with insurance, and a clean driving record.
Ability to be on time.
· Flexible schedule required to work early mornings, days, evenings, weekends or holidays as assigned.