Customer Service Receptionist Jobs

Special Service For Groups, Inc
Title: Customer Service Receptionist
FLSA: Non-Exempt, Full time Pay Range or Rate: $20.00-22.00 per hour
Division
HOPICS Supervisor: Customer Service & Operations Supervisor Revised:
3.10.23
Summary Under the direct supervision of the Customer Service & Operations Supervisor, the Customer Service Receptionist is responsible for greeting guests of the organization; responding to phone call inquiries; maintain confidentiality related to all aspects of the clients, staff, and agency information; and gathering and documenting basic information. Essential Functions

• Maintains current knowledge of HOPICS programs and associated eligibility criteria; obtains and enters client information into HOPICS Kiosk database; knowledge of HOPICS program outlines, and community resources for client referral.
• Provide clients with a map, including but not limited to the metro route that will take to reach their destination.
• Greet visitors warmly and make sure they are comfortable.
• Complete CareLinQ Referral process for client in need of a referral
• Perform other duties as assigned.
• Orders supplies needed by the respective site locations.
• Call staff members waiting for visitors.
• Schedule meetings and conference rooms as requested; Coordinate and help arrange Operations staff meetings when needed.
• Make assessments during in person or telephonic request for initial appointments to determine that their needs can be met by HOPICS; refers callers to other agencies when their needs cannot be met by HOPICS; Re-direct clients to the appropriate location of services.
• Demonstrates excellent customer service 100% of the time.
• Maintain and post all required work-related documents.
• Conducts client health screenings. Secondary Functions
• Keep and maintain the front area in compliance with audit requirements.
• Maintain confidentiality of all information that is accessible.
• Organize and distribute documents printed and left behind by the reception area.
• Attend mandatory Agency meetings and training.
• Assist in resolving any administrative problems.
• Perform data entry and scan documents.
• Ability to multi-task and daily problem solving; Ability to juggle multiple projects with superb accuracy.
• Communicate and coordinate instructions to clients who walk in at front desk.
• Responsible for posting and distribution of building closure signage for all HOPICS office buildings.
• Demonstrates ability to respond appropriately to the cultural differences among HOPICS's service population.
• Provide colleagues with assistance and training on how to schedule appointments via the Google Calendar
• Greet and receive clients at the front desk.
• Make copies and maintain sufficient documents in the reception area, including but not limited to the Medical Verification Form, ACCESS Screening Form, etc.
• Maintain files/records on client services in compliance with HIPAA and other funding requirements for auditing purposes.
• Verify and provide client with their appointment time and date as available in the Google Calendar
• Ensure the agency breakroom is adequately stocked daily and keeps all site supply rooms fully stocked.
• Answer inquiries about the company
• Retrieve and respond to voice messages within 24 hours.
• Provide clients and community partners with list if approved COVID Testing Location via preferred zip code.
• Provide clerical support to Supervisor of First Impressions
• Represent the Division in a variety of community settings including funder, provider and community meetings, and major events.
• Assist with receiving and sorting mail and delivering billing to the appropriate department.
• Communicate urgent client needs to Supervisor.
• Answers calls promptly, gathers basic information accurately, routes calls appropriately.
• Communicate and coordinate with direct service staff to facilitate information, linkages and referrals to clients as needed or directed.
• Assist and train colleagues in completing the referral process in CareLinQ.
• Conduct client health screenings.
• Timely completion of required case notes and other documentation.
• Schedule client appointments and provide information to clients.

Minimum Qualifications - Knowledge, Skills and Abilities Required

• TB test required (Not more than (3) month prior to or (7) days after Date of Hire, and renewed annually thereafter),
• Coordinate monthly SPA 6 providers meeting.
• Verification of Employment Eligibility and Background Clearance.
• Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds.
• Ability to think and work effectively under stress and in emergencies.
• Participate in Division Administration Team
• Provide quality customer service.
• Ability to understand and carry out oral and written directions.
• Ability to do simple clerical work with speed and accuracy.
• CPR and First Aid Certification required within 30 days of employment with company. COVID-19 Requirements SSG/HOPICS requires all SSG staff and workers to be fully vaccinated against COVID-19 by October 1, 2021. This includes 2 weeks from the last vaccination dose to be fully vaccinated. Vaccination is a condition of employment. Failure to adhere to vaccination protocol may result in disciplinary action up to and including termination. Non-Essential Qualifications (optional)-Knowledge, Skills, and Abilities
• Advising Co-Workers and Interns on proper training, documentation completion daily,
• Handle and resolve assessors, clients, programs, and court discrepancies. Supervisory Responsibilities This position does not have any supervisory responsibilities. Environmental Conditions (Working Conditions) The Customer Service Receptionist will work in an office setting. S/he may be exposed to aggressive, sometime noisy, loud, and disruptive clients and must work in conjunction with other staff members, interface with courts, LA County Probation, Sheriff’s Department and Mental Health Departments and other community agencies. There is some responsibility to work in noisy environments where adults are free to talk loud and expressively. Physical Requirements This position demands good physical and mental health. The Customer Service Receptionist will be required to lift, carry, walk, sit, push, pull and work a flexible schedule, must be able to move continuously during work hours and able to lift and/or can 75 to 100 pounds. The Customer Service Receptionist will spend time sitting, standing, walking, carrying (ma,'<. l0Olbs), listening, speaking. Mental Requirements The Customer Service Receptionist must be able to handle any/all the following: interruptions, changes in priorities/work schedules; be able to process information, think, and conceptualize, constant distractions, interruptions, uncontrollable changes in priorities/work schedules; be able to process information, think, and conceptualize. Special Service for Groups in an Equal Opportunity/Affirmative Action Employer
• Friendly voice and clear enunciation.

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