Job Details & Application

Receptionist & Administrative Support Posted on May 20, 2024

Status: Full -Time Non- Exempt
Reporting Manager: Director of Finance & Administration
Hourly Wage/Salary: $62,000 - $63,500

About the Organization

The San Francisco In-Home Supportive Services (IHSS) Public Authority is dedicated to helping older adults and people with disabilities live independently and thrive in the community. We are a small agency with a dedicated staff working to connect Consumers to the services of Home Care Providers and other community partners. Our work is crucial, challenging, and rewarding and each member is critical to our success.

 

Successful Team Members are driven by:

• A deeply held belief and commitment to diversity, equity and inclusion in our workforce and the persons we serve.


• The understanding that every action we take directly and positively impacts the well-being, safety, and dignity of our consumers.


• A culture of empathy, encouragement, and support in interactions with each other, those receiving our services, and our community partners.

Summary

The Receptionist and Administrative Support person is an important member of the organization who greets the public, responds and directs calls, manages the events calendar, and provides a wide range of support services to the Public Authority. This is a public-facing on-site role, most often the first contact with our workplace and sets the tone for support of the public, our staff, consumers, and home care providers and many others. This is a hands-on, highly visible role that is key in establishing our reputation in providing high quality customer service and is totally engaged in the daily life, culture, and mission of the Agency.

Duties & Responsibilities

• Open and close the Public Authority. Establish and maintain relationship with building manager and security.
• Greet all staff, consumers, home care providers, visitors and vendors in a warm and friendly manner and provide information or directions, consistently demonstrating a high level of customer service.
• Screens visitors and oversees the visitor log, and direct visitors to appropriate waiting area and introduce the visitor to the appropriate employee.
• Act with discretion and sensitivity to Consumer issues, information and records.
• Provide the public with handouts, forms, and other information available in the reception area.
• Maintain supply of publicly available information in the reception area.
• Organize and assure appearance, safe access and condition of the reception area following public health guidelines for shared spaces.
• Manage a multi-line telephone system, answering or directing all calls, retrieving and sending messages, returning calls. •Remain at the front desk until a relief person arrives.
• Receive and distribute incoming mail and deliveries. Place outgoing mail for collection.
• Report issues with RingCentral functioning, and other shared office equipment to IT support or the Director of Finance and Administration.
• Assist with the ordering and disbursement of office supplies.

Administrative Support

• Be responsive to requests for help from all areas; and proactive in offering help when time is available.
• Support departments with such needs as meeting and event preparation, copying, bulk mailings, changes to brochures and printed materials, specials needs for events, and other needs as they come up.
• Act as primary contact with building manager for facility issues. Maintain log of issues reported and follow-up.
• Responsible for staff meeting lunch orders, set up and breakdown.
• Maintain and use organization-wide calendar to book the internal conference and training rooms, and for events in the community such as, meetings, outreach, conferences and who will attend and help as directed in preparation.
• Monitor, order, and organize inventory of materials and supplies for staff use and for the communal kitchen.
• Maintain kitchen appearance and condition following public health guidelines for shared spaces.
• Receive training to be up-to-date on home care provider benefits and assist the Benefits Coordinator with inquiries and application processing as needed.
• Occasionally be out in the community for necessary work-related errands.
• Other duties as assigned by the Director of Finance and Administration.

Qualifications

• High school diploma, GED or equivalent.
• Some higher education course work or professional training a plus.
• At least 2 years of customer service experience.
• Experience managing a multiline telephone system preferred.

Technical Knowledge

• Entry to intermediate level skills in MS Office Suite and calendars.
• Experience or ability to learn multiline telephone system.
• Ability to learn basic trouble-shooting with printers and other office equipment such as changing cartridges or contacting vendor for support.
• Database input experience preferred.

Skills

• Bilingual/cultural skills oral and written fluency in both English and Cantonese highly valued.
• Dependable with a strong work ethic.
• Service-oriented, respectful, empathetic, compassionate, and engaged in all interactions.
• Knowledge of or willingness to learn about services for older adults and people with disabilities, home care services and city contracts.
• Possess strong interpersonal, communication, and listening skills.
• Patient and informative in all interactions in a fast-paced workplace.
• Respect for confidentiality of employee records and issues.
• Problem-solving skills including knowing when to escalate an issue for help.
• Attentive to detail and accuracy with solid adaptability skills.
• Highly organized, and able to prioritize work.
• Eager to learn about overall operations of the Agency.
• Ready to help where needed in a busy environment.
• Can set and meet deadlines.
• Ability to work cooperatively and support other members of the team.

Mandated Reporter

Every employee complies with Welfare & Institutions Code (W&I) section 15630(a) California law (mandated reporter) requiring them to report known or suspected abuse of dependent adults or elders, immediately by telephone or as soon as practically

Confidentiality

Every employee protects and secures confidential personal information related to our staff, home care providers, and consumers.

COVID-19

All staff must be fully vaccinated against COVID-19 and able to submit proof. A reasonable accommodation may be requested.

Equal Opportunity Employment Statement

The IHSS Public Authority is committed to providing equal employment opportunities to all employees and applicants for employment. The IHSS Public Authority prohibits discrimination and harassment based on the following characteristics: race, color, caste, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic conditions), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran or military status, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other characteristic

Reasonable Accommodation & Disability

We strive to make a healthy, productive work environment for all. Reasonable accommodation(s) to qualified individuals with disabilities are available as part of the application and interview processes. If accommodations are needed as part of the application or interview process, or workplace accommodations are needed after a job offer is made, please contact Human Resources at (415) 593-8114.

Benefits

For those working 75% time or more:
• Employee Assistance Plan
• 401K
• Benefits Cafeteria Plan:
      o Health Insurance 100% for EE
      o Dental Insurance
• Flexible Spending account
• Health FSA, Dependent Care FSA
• Commuter Check program
• Paid holidays
• Paid vacation
• 2 Floating Holidays

People with Disabilities at the San Francisco IHSS Public Authority

The San Francisco In-Home Supportive Service Public Authority recognizes the value of having significant representation of people with disabilities in all units and at all levels of staff and management. For this reason, the Public Authority strongly encourages applications for employment from people with disabilities. To maximize flexibility related to benefits, the agency has adopted a "cafeteria" benefits plan. The Public Authority provides several health care plans and dental options for employees working 75% time or more. All employees with disabilities may request reasonable accommodation (as defined by the Americans with Disabilities Act and California Department of Fair Employment and Housing Act.).

How to Apply

The San Francisco In-Home Supportive Services Public Authority is an Equal Opportunity employer. We actively seek applications from people with disabilities, seniors, women, and people of color.

To be considered for this position, upload your resumé and cover letter of no more than two pages to the PA Job Application page.