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Administrative Coordinator Client Services

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Posted : Wednesday, June 26, 2024 05:42 AM

Position title: *Administrative Coordinator Client Services* Candidate: Vacant Department: Client Services Supervisor: Associate Director of Client Services FLSA: Full-time/Non-Exempt Salary: $25 Effective date: ASAP *OUR IMPACT* For over 45 years, Samaritan House has been leading the fight against poverty in San Mateo County.
We’re the only organization that delivers the full breadth of essential services and personalized support to the working poor.
By ensuring our clients are fed, clothed, healthy, and housed, we help them create their own stability and remain an active, successful part of our community.
After all, an enduring community is only possible when every person has the resources they need to live.
*OUR CULTURE* We’re passionate about providing our employees with a supportive work environment and experiences that help them grow.
We offer excellent opportunities for individuals with proven strong, creative, results-driven leadership skills and stellar work ethics.
We welcome candidates who love working with people of diverse backgrounds and want to make a difference by fostering community care for our neighbors in need.
*YOUR IMPACT* Under the direct supervision of the Associate Director Client Services, this position is responsible for providing daily administrative support and intake services to our clients/constituents.
The provision of excellent customer service in all aspects of the job is highly emphasized in this position.
The majority of our constituents are Spanish speaking people therefore all services for this position must be delivered in both Spanish and English with excellent proficiency.
This position will manage all reception functions, all general front office functions and assigned intake functions for client services.
The Client Services Administrative Coordinator must ensure all services are delivered in an efficient and timely manner in accordance with our Agency’s values.
As the first point of contact for our clients, this position will ensure a safe, organized, compassionate and welcoming atmosphere for our Client Services Reception area.
As assigned this position will be assigned duties offsite for program support or other programmatic work within the dept.
During the Holiday Season while the Holiday Program is active this position is expected to provide support as assigned by the Client Services Manager.
As a result, if the aforementioned, this position is expected to maintain high level of flexibility with scheduling to include occasional hours during early morning, evenings, weekends, and holidays.
The ability to travel between sites in San Mateo County is needed for this position.
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.
*JOB REQUIREMENTS* 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.
*WORK ENVIRONMENT/MINIMUM PHYSICAL ACTIVITIES* Candidate must have the physical, visual, and auditory ability to perform the essential functions of the job and to respond to emergencies with or without reasonable accommodations.
Reference checks and background checks will be performed prior to and at commencement of employment.
Work involves occasional travel.
Regular and repeated use of motor coordination and hand motions for computer data entry and writing.
Extended periods of sitting.
Must be able to focus on single or multiple subject matters for extended periods of time.
Candidate should have the physical ability to occasionally lift and/or move items (approximately 15 lbs.
).
Occasional sitting, walking, carrying, reaching, speaking, listening for extended periods of time.
Work environment can be high stress and fast paced due to crisis intervention.
This position will require use of company mobile devices which will be provided.
BENEFITS INCLUDE: Health, Dental, Vision, Life/LTD, EAP, 403(B) Retirement Match, 22 Days first year PTO, 9 Paid Holidays, Pet Insurance, AFLAC.
*ESSENTIAL FUNCTIONS OF THE POSITION* * Provide excellent quality and timely administrative support services to client services constituents with safety, compassion and effectiveness.
* 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.
* 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.
* 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 * 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.
* Perform task to support the Holiday Program.
This may cause some redirection of day-to-day work normally done throughout the year.
* Assist with training and supervision as needed of assigned program volunteers.
* Sustained professional boundaries with all Agency constituents.
* Maintain confidentiality and perform all work with high integrity, ethics and within Agency values.
* Communicate effectively and timely in all aspects of the job.
* Assess personal safety in each interaction and undertake due diligence in maintaining personal safety.
* Conduct all business and work within federal, state, county, municipal, industry and agency regulations, policies and procedures.
* Assist with the maintenance of a safe work environment for all and report any incidents or COVID violations within 24 hours or immediately * Support, assist and attend general Agency events, activities and functions.
* Attend any assigned trainings or meetings internal or external- represent Samaritan House positively and professionally.
* Support Controller with other duties within the Finance and IT Departments as assigned.
* Perform other duties as directed.
*HOW TO APPLY* Samaritan House is an equal opportunity employer.
Interested candidates will be required to submit a cover letter and resume to: Samaritan House Human Resources Dept 4031 Pacific Blvd.
San Mateo, CA 94403 jobs@samaritanhousesanmateo.
org No phone calls, please! Because of the volume of applications Samaritan House receives, we regret we are not able to respond to every applicant individually.
If your skills and experience are a good match for this position, we will contact you for an interview.
*ACKNOWLEDGMENT* Please sign below in acknowledgment you have received and understand the description of your job.
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_ Supervisor signature Date Employee signature Date \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ VP of Human Resources signature Date ❑ Signed copy provided to employee Job Type: Full-time Pay: $25.
00 per hour Expected hours: 40 per week Benefits: * 401(k) * Employee assistance program * Flexible spending account * Life insurance * Paid time off * Retirement plan Schedule: * 8 hour shift * Monday to Friday Application Question(s): * Are you able to provide proof of eligibility to work in the U.
S.
upon hire? * Are you willing to undergo the Agency's background check process? * Are you also Bicultural in Spanish? Language: * Spanish (Required) Work Location: In person

• Phone : NA

• Location : 4031 Pacific Blvd, San Mateo, CA

• Post ID: 9005952688


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