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Client Services Administrative Specialist

2 months ago

San Mateo, California, United States Samaritan House Full time
Job Overview

OUR MISSION

For over five decades, Samaritan House has been at the forefront of combating poverty in our community. We are the sole organization that provides a comprehensive range of essential services and tailored support to those in need. By ensuring our clients have access to food, clothing, healthcare, and housing, we empower them to achieve stability and remain active, contributing members of society. A thriving community is only achievable when every individual possesses the resources necessary for a fulfilling life.

OUR WORK ENVIRONMENT

We are dedicated to creating a nurturing workplace that fosters growth and development for our employees. We offer outstanding opportunities for individuals who demonstrate strong, innovative, results-oriented leadership abilities and exceptional work ethics. We encourage applicants who enjoy collaborating with diverse populations and aspire to make a meaningful impact by promoting community support for those in need.

YOUR ROLE

Reporting directly to the Associate Director of Client Services, this role is pivotal in delivering daily administrative assistance and intake services to our clients. Providing exceptional customer service is a core focus of this position. Given that a significant portion of our clientele speaks Spanish, proficiency in both Spanish and English is essential for all interactions. Responsibilities include managing reception duties, overseeing general front office operations, and executing assigned intake functions for client services. The Client Services Administrative Specialist must ensure that all services are rendered efficiently and promptly, in alignment with our organization's values. As the initial point of contact for clients, this role is responsible for maintaining a safe, organized, compassionate, and welcoming environment in the Client Services Reception area. Additionally, this position may involve offsite duties for program support or other departmental tasks. During peak seasons, such as the Holiday Program, flexibility in scheduling is required, including potential early morning, evening, weekend, and holiday hours. The ability to travel between various sites is also necessary.

Qualifications:

EDUCATION:

· An Associate's Degree in social or human services or a related field is preferred. Relevant experience may be considered in lieu of formal education.

EXPERIENCE:

· A minimum of two years in an administrative or customer service capacity within a non-profit or human services environment, including general reception duties.

SKILLS AND COMPETENCIES:

  • Bilingual and bicultural proficiency in English and Spanish is required, with experience in effective communication, reading, writing, and translation.
  • Strong computer skills, including proficiency in Microsoft Office Suite and familiarity with Windows-based systems; ability to learn new software applications. Experience with HMIS, Clarity, and related data entry systems is highly desirable.
  • Exceptional administrative, adaptive, multi-tasking, and organizational skills, with a keen attention to detail and the ability to produce high-quality work in a timely manner. Ability to prioritize tasks and adapt to a fast-paced and dynamic work environment.
  • A clear understanding of professional boundaries with high-risk clients and the ability to maintain confidentiality in all aspects of work.
  • Excellent interpersonal skills and emotional intelligence, enabling effective, compassionate, and empathetic interactions with a diverse range of constituents.
  • Ability to maintain professionalism and deliver outstanding client service under all circumstances. Capable of engaging, nurturing, and building relationships with both new and existing clients.
  • Understanding and compliance with agency regulations, policies, and procedures, demonstrated through consistent adherence to guidelines.
  • Strong record-keeping abilities, ensuring all files and documentation are current and accurate. Timely data entry skills are essential.
  • Ability to conduct all business in alignment with agency values, demonstrating professionalism, ethics, and integrity; capable of exercising sound judgment and making timely decisions.
  • Proactive initiative and the ability to work independently as well as collaboratively within a team. Resourceful in identifying challenges and implementing solutions.
  • Must possess a valid driver's license, proof of insurance, a good driving record, and a registered vehicle, with the ability to travel between various agency locations as needed.
  • Flexibility in scheduling is required to accommodate early mornings, evenings, weekends, or holidays as necessary.

PHYSICAL DEMANDS AND BACKGROUND CHECK:

References will be verified prior to employment. Staff members will undergo formal criminal background checks. Candidates must possess the physical, visual, and auditory capabilities to perform essential job functions, ensure a safe work environment, and respond to emergencies as needed. The role involves occasional travel and regular use of motor coordination for data entry and documentation. Extended periods of sitting may be required, along with the ability to focus on multiple tasks for extended durations. Candidates should be able to lift and/or move items weighing approximately 15 lbs. The work environment may be high-stress and fast-paced due to crisis intervention demands. Company mobile devices will be provided for job-related tasks.

KEY RESPONSIBILITIES:

  1. Deliver high-quality and timely administrative support services to clients with a focus on safety, compassion, and effectiveness.
  2. Manage reception duties: Provide courteous, professional, and compassionate service; maintain a safe and professional reception area; handle phone inquiries and messages; direct calls to appropriate personnel; schedule appointments for case managers.
  3. Oversee administrative tasks: Manage general office responsibilities, including maintaining supplies, data entry, record-keeping, and ensuring cleanliness in office areas.
  4. Engage with clients: Assess client needs, verify identification, troubleshoot issues, and provide information about agency services.
  5. Assist with intake services as needed: Determine appropriate referrals or directions for clients within the program.
  6. Support the Holiday Program as assigned, adapting regular duties as necessary.
  7. Assist in training and supervising program volunteers as required.
  8. Maintain professional boundaries and confidentiality in all interactions.
  9. Communicate effectively and promptly in all job-related matters.
  10. Assess personal safety in each interaction and maintain due diligence in ensuring safety.
  11. Conduct all business in compliance with relevant regulations and agency policies.
  12. Represent the organization professionally at all times, serving as a resource for the agency.
  13. Complete incident reports as necessary and discuss with the Client Services Manager.
  14. Participate in required trainings and meetings.
  15. Perform other duties as assigned.