Receptionist/Administrative Assistant (Bilingual in English/Spanish)

Agency Description

Instituto Familiar de la Raza, Inc. is a multi-service community health and social service agency with an emphasis on serving the Chicanx/Latinx, indigena 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, and clinical and artistic mentoring services, psychological and psychiatric interventions, as well as 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 diverse Chicanx/Latinx, indigena communities and other cultural/racial communities in San Francisco.

Job/Program Description

Instituto is seeking an outgoing and friendly Bilingual English/Spanish Receptionist/Administrative Assistant I, 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 forty-five years. The ideal candidate will have strong interpersonal skills with previous administrative experience.

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 are, but are not limited to the following:

Answers multi-line telephone and transfers calls to the appropriate staff members
Screens officer of the day, urgent care calls; greats and screens drop-in clients
Screens mail and distribute messages to staff members
Assists with the client registration process, including completion of demographics sheets, Payer Financial Information (PFI), and client survey, and verifies insurance coverage and benefits
Refers client to appropriate program assistant for co-payments and annual PFI
Manages the “no show” log for medication appointments and informs clinicians of “no shows,” and prepares monthly reports of medication “no shows” and cancellations
Schedules and/or re-schedules client appointments, including reminder calls and calls for prescriptions
Maintains grievance procedures available
Logs in incoming mail and ensures delivery to appropriate personal
Maintains updated client information materials in the waiting area, maintains appearance, ensuring a clean, organized, and welcoming setting
Maintains a weekly list of available office space and assigns offices per request
Oversees eligibility for services, including collections of co-payments
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

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 edict, 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, strong knowledge of Excel a plus
Must maintain clients' 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
Experience working within healthcare environments and systems
Non-profit community agencies
Capable of working in 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 populations, is helpful
Knowledge of Gmail and Google Docs
Experience using AVATAR, and BIS database system

Education, Certifications, and Licenses

AA degree preferred in Health or Social Services Related Studies
Must have a minimum of a High School Diploma or GED certification

Physical Demands

The physical demands described here are representative of that which 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 with 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, including a diverse population
Ability to move quickly to address emergency or potentially dangerous situations
Requires physical ability to 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, crouching, kneeling, twisting, reaching straight, above or below shoulders
On occasion, must lift up to 10 LBS

Conditions of Continued Employment

Must submit to a tuberculosis test annually
Must pass the Department of Justice Fingerprint screening pass

Compensation and benefits²

The salary is $22.41 to $25.78 for a part-time, 22 hours a week, non-exempt position.

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

This is a part-time, non-exempt position at 22 hours a week. The position is eligible to participate in medical, dental, vision, and 403(b) plans, earn vacation, sick leave, paid holidays, and receive ongoing opportunities for learning.

To Apply:

Interested applicants should send an email to j[email protected] with “Receptionist/Administrative Assistant, I” in the subject line and include:

A resume
A cover letter explaining your interest in Instituto Familiar de la Raza and the position

Please note resumes without a cover letter will not be considered.

Instituto Familiar de la Raza is an equal-opportunity employer and does not discriminate on the basis of race, culture, age, disability, gender, or sexual orientation. People of color are encouraged to apply.

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