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Bilingual Client Services Coordinator

2 months ago

Compton, California, United States Special Service for Groups, Inc- HOPICS Full time
Job Overview

Special Service for Groups Inc
Position Title: Customer Service Receptionist (Bilingual)
Department: HOPICS
Employment Status: Non-Exempt, Full-time
Reporting To: Customer Service & Operations Supervisor
Compensation: $21.00-$24.00 per hour

Position Summary

Under the direct oversight of the Customer Service & Operations Supervisor, the Customer Service Receptionist plays a crucial role in welcoming visitors to the organization, addressing phone inquiries, maintaining confidentiality regarding all client and agency information, and collecting and documenting essential details.


Key Responsibilities
  • Exhibit exceptional customer service consistently.
  • Promptly answer incoming calls, accurately gather necessary information, and direct calls appropriately.
  • Provide information about the organization to inquiries.
  • Warmly greet visitors and ensure their comfort.
  • Conduct initial health screenings for clients.
  • Notify staff members awaiting visitors.
  • Coordinate meeting schedules and manage conference room bookings as needed.
  • Demonstrate cultural sensitivity in interactions with HOPICS's diverse service population.
  • Assess client needs during initial appointment requests and refer to other agencies when necessary.
  • Maintain up-to-date knowledge of HOPICS programs and eligibility criteria; accurately enter client data into the HOPICS Kiosk database.
  • Post and distribute notices regarding office closures.
  • Welcome and assist clients at the reception area.
  • Provide clear instructions to clients visiting the front desk.
  • Schedule client appointments and share relevant information.
  • Support the Supervisor of First Impressions with clerical tasks.
  • Respond to voice messages within a 24-hour timeframe.
  • Communicate urgent client needs to the Supervisor.
  • Collaborate with direct service staff to facilitate client information and referrals.
  • Effectively manage multiple tasks and solve problems daily.
  • Ensure the breakroom is stocked and supply rooms are maintained.
  • Order necessary supplies for site locations.
  • Represent the division at community events and meetings.
  • Maintain and post all required work-related documents.
  • Safeguard the confidentiality of all accessible information.
  • Perform data entry and document scanning.
  • Assist in resolving administrative issues.
  • Verify and inform clients of their appointment times and dates.
  • Provide clients with maps and directions to their destinations.
  • Share lists of approved COVID Testing Locations with clients and partners.
  • Train colleagues on scheduling appointments via Google Calendar.
  • Maintain compliance with audit requirements in the reception area.
  • Organize and distribute documents left in the reception area.
  • Make copies and maintain essential documents in the reception area.
  • Complete the HOPICS Connect Referral process for clients needing referrals.
  • Assist with mail sorting and delivery of billing to appropriate departments.

Additional Responsibilities
  • Perform other assigned duties as needed.
  • Maintain client service records in compliance with HIPAA and auditing standards.
  • Complete required documentation and case notes promptly.
  • Attend mandatory agency meetings and training sessions.

Qualifications
  • Ability to perform effectively under stress and in emergencies.
  • Capability to follow oral and written instructions.
  • Clear communication skills with a friendly demeanor.
  • Proficient in clerical tasks with speed and accuracy.
  • High School Diploma or equivalent required.
  • Experience working with clients from diverse backgrounds.
  • Verification of employment eligibility and background clearance.
  • TB test required within specified timeframes.
  • CPR and First Aid Certification must be obtained within 30 days of employment.

Preferred Qualifications
  • Experience in training co-workers and interns.
  • Strong customer service skills.
  • Ability to coordinate meetings and events.
  • Participation in division administration teams.
  • Experience in resolving discrepancies among clients and programs.

Supervisory Role
This position does not include supervisory responsibilities.

Work Environment
The Customer Service Receptionist will operate in an office environment, potentially encountering challenging and noisy situations. Collaboration with other staff members and interaction with various community agencies is essential.
Physical and Mental Requirements

This role requires good physical and mental health, including the ability to lift, carry, walk, sit, and push/pull as necessary. The receptionist must manage interruptions and changes in priorities effectively.


Special Service for Groups is an Equal Opportunity/Affirmative Action Employer