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:

Welcome and assist clients while overseeing front desk operations across multiple programs, ensuring a professional and organized reception area.
Answers multi-line telephone and transfers calls to the appropriate staff members
Inputs visitor and client data into a database (Salesforce).
Screens Officer of the Day, urgent care calls; greats and screens drop-in clients
Assists in checking Medi-Cal eligibility, creating client files, and scheduling rooms for appointments.
Manages and maintains the weekly Google calendar and assigns offices per request
Screens mail and distribute messages to staff members
Assists with client registration, including verifying insurance coverage and co-payments.
Keep update flyers and documents to display in and out the agency
keep up to date staff sign in list, and provide IFR ID badges
Manages the “no show” log for medication appointments and inform clinicians of “no shows” and prepares monthly report of medication “no shows” and cancellations
Schedules and/or re-schedules client’s appointments, including reminder calls
Maintains Grievance Procedures available
Handles mail and deliveries (USPS, UPS, Fedex, etc.)
Maintains updated client information materials in waiting area, maintains appearance, ensuring a clean, organized, and welcoming setting
Oversees eligibility for services
Proactively identifies innovative ways to improve and develop office procedures
Be a positive contributing member of IFR, participate in agency meetings and special events when required

Program Support to La Clinica

Manage program's client sign-in and corresponding workflows to provide to program directors for report purposes
IRA support - Create the monthly intake tracking log and input the prospect's client information to support the Clinical Intake
Administering and tracking quality of life and patient satisfaction surveys for all CBHS patients
Order and make copies of client's forms, create new files and make labels for clients
Other duties as assigned

Benefits & Leave Administration

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 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 a Health Care 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, such as MS Office Suite
Must maintain client's and agency’s confidentiality and demonstrate discretion with sensitive material, exercise 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 healthcare 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
Knowledge of Gmail and Google Docs
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.

General ability to communicate effectively in person or via telephone in a manner that can be understood by those with whom the person is speaking too, including a diverse population
General alertness to address emergency or potentially dangerous situations
Requires physical ability to remain seated at a desk for long periods of time when needed
Basic manual dexterity to operate work processing equipment with skill, speed, and accuracy
Must be able to view computer for long periods of time
Ability to use public and/or private modes of transportation; duties are office-based, but travel to various offsite venues is required
Activities that occur infrequently are: bending, squatting, crouching, kneeling, twisting, reaching straight, above or below shoulders
On occasion, must lift up to 35 LBS

COMPENSATION AND BENEFITS²

Salary Range: This is a full-time position with benefits; with an hourly salary range of $23.22 to $24.50 Commensurate with work experience, qualifications, and education

All full-time positions are based on a minimum of (35) thirty-five 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 Instituto Familiar de la Raza, Inc. Human Resources Department at [email protected] and/or [email protected] with “Bilingual Administrative Receptionist” in the subject line and include the following files as attachments:

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: 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.