Bilingual Administrative Receptionist

AGENCY DESCRIPTION:

Instituto Familiar de la Raza, Inc. is a multi-service community health and social service agency with an emphasis on serving the Chicano/Latino/Indígena community in San Francisco with a special focus on the diverse needs of the Mission District. Services include a wide range of mental health, HIV-related services, and social services, including health promotion, education, prevention, early intervention, case management, psychological and psychiatric interventions, and cultural/social and spiritual re-enforcement. The agency serves children, youth, adults, and families. It has a rich history of working collaboratively with other agencies to meet the needs of the Chicano/Latino/Indígena community and other cultural/racial communities in San Francisco.

JOB DESCRIPTION:

Instituto Familiar is seeking an outgoing and friendly Bilingual Administrative Receptionist to join a community-based organization that is dedicated to serving the Latino Population of San Francisco. We offer an opportunity to gain experience with a dedicated team of professionals who have been servicing the mission district for thirty-plus years. The ideal candidate will have strong interpersonal skills with previous administrative experience. Qualified candidates should submit a resume for immediate consideration.

This person is the first point of contact and the initial face of the agency. She or he will manage the agency’s reception area and provide our clients, visitors and staff with assistance to facilitate the purpose of their activities at Instituto.

Essential Job Duties include but are not limited to the following:

Serve as the first point of contact for clients, visitors, interns, and staff while maintaining a professional, welcoming, and organized reception environment.
Oversee daily front desk operations across multiple programs, ensuring smooth workflow, confidentiality, and compliance with agency protocols.
Screen and triage incoming calls, urgent matters, and walk-in clients; coordinate Officer of the Day (OD) responses and follow established crisis and safety protocols.
Verify Medi-Cal eligibility, document and track results, and update client demographic information in Epic accurately and in a timely manner.
Manage and maintain the weekly room scheduling, shared calendars, and staff eSign-in systems; ensure accurate documentation of staff presence and office assignments.
Track and document referrals for clients and visitors in Salesforce, and verify and complete client check-in processes in Epic.
Conduct Behavioral Health Access screening for prospective clients, including residency verification, insurance eligibility, and referral routing.
Keep updated informational flyers and materials displayed inside and outside the agency to ensure accuracy and relevance.
Produce and issue staff and intern identification badges and maintain related documentation
Schedule and reschedule psychiatric appointments, coordinate reminder calls, and track medication “no shows” and cancellations.
Maintains Grievance Procedures and supports clients in accessing formal complaint processes.
Monitor and distribute mail and deliveries (USPS, UPS, FedEx, etc.) and manage client pick up mail.
Maintains updated client information materials in the waiting area, maintains appearance, ensuring a clean, organized, and welcoming setting
Proactively identify and implement improvements to front desk systems and operational workflows.
Be a positive contributing member of IFR, participate in agency meetings and special events when required

Program Support to La Clinica

Manage programs client sign-in and corresponding workflows to provide to program directors for report purposes
IRA support –Create the monthly intake tracking log and input prospects' client information to support the Clinical Intake
Administering and tracking quality of life and patient satisfaction surveys for all CBHS patients
Order and maintain client forms, and prepare and assemble intake charts and required compliance documentation in alignment with DPH and HIPAA regulations.
Other duties as assigned

IFR Compliance

Maintain and file DPH Annual Certificates and all other certifications required by DPH, 12N Safe & Welcoming. Adult Transgender, SO/GI, Aerosol, Exposure to blood, and Addressing Racial and Harm Reduction.
Check on a monthly and once a year maintenance of the database training and expiration for clinicians, consultants, and case managers for completion of CANS 0-5, CANS 6-20 and/or ANSA assessments.

REQUIRED SKILLS:

Minimum of two years of office administration, preferably in healthcare services
Must be Bilingual: Spanish/English
Gracious and welcoming client service skills, excellent phone etiquette and client/people interpersonal skills
Demonstrates the ability to multitask, be reliable and detail-oriented
Knowledge of database programming
Efficiency in writing and verbal communication skills
Ability to work independently with minimal supervision
Able to meet all deadlines and work effectively within team structures
Exhibits ability to follow and understand oral and/or written instructions
Experience working with administrative systems and procedures, including MS Office Suite, Gmail, Google Docs, and Google Sheets
Must maintain clients' and agency’s confidentiality and demonstrate discretion with sensitive material
exercises sound judgment in interactions with others
Provides information and referrals for clients within and outside the agency
Knowledge of safety protocols and/or commitment to be trained in this area

PREFERRED SKILLS:

Bicultural competency
Knowledge of working within health care environments and systems
Non-profit community agencies
Able to adapt in an ever changing environments, while maintaining efficiency and composure
Ability to learn specific IFR operations and Fast Learner
Experience working with the targeted population, including children, youth, immigrant families and indigent population is helpful
General knowledge using Epic database system

EDUCATION, CERTIFICATION AND LICENSES

Must have a minimum of a High School Diploma or GED

CONDITIONS OF CONTINUED EMPLOYMENT

Conduct annual Tuberculosis Test
Must pass Department of Justice Fingerprint screening
Must provide proof of COVID-19 Vaccination upon hire (Reasonable Accommodation Requests will be considered)

PHYSICAL DEMANDS:

The physical demands described here represent what an employee encounters while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions.

Good general health, physical stamina and emotional stability are essential
Ability to hear within a normal range and communicate effectively in person or via telephone in a manner that can be understood by those with whom the person is speaking to, including a diverse population
Ability to move quickly to address emergency or potentially dangerous situations
Requires physical ability remain seated at a desk for long periods of time
Manual dexterity to operate work processing equipment with skill, speed and accuracy
Activities that occur infrequently are: bending, squatting, and crouching, kneeling, twisting, reaching straight, above, or below shoulders
On occasion must lift up to 10 LBS

COMPENSATION AND BENEFITS²

Salary Range: This is a full-time position with benefits, with an hourly salary range of $23.22 to $26.00
Commensurate with work experience, qualifications, and education

All full-time positions are based on a minimum of thirty-five (35) hours per week.

This is a full-time non-exempt position at 35 hours a week. The position is eligible to participate in medical, dental, vision, and 403(b) plans, earn vacation, sick leave, paid holidays, two wellness days (birthday and hire date) and receive ongoing opportunities for learning.

TO APPLY:

Interested applicants should send an email to [email protected] and/or [email protected] and include in the subject line Bilingual Administrative Receptionist

A cover letter describing why you would be an excellent fit for this position and your interest in IFRSF
An up-to-date resume

Please note: only complete applications will be considered – a resume without a cover letter will not be considered

Instituto Familiar de la Raza, Inc. (IFR) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete nondiscrimination and affirmative action policy, please see the Civil Rights Department State of California's Discrimination, Harassment, and Affirmative Action in the Workplace policy.

² Please note that IFR reserves the right to change its benefits and contributions at any time at its sole discretion.