Child Care Coordinating Council of San Mateo County, Inc.

Compensation

Full Description

Title: Bilingual Client Services Coordinator Reports To: Director of Finance & Administrative Services Department: Fiscal and Administrative Services Classification: Non-Exempt Hours: 40 hours/week On-Site 8:30 AM to 5:00 PM Mon-Fri Some evenings and weekends as required PRINCIPAL RESPONSIBILITIES: Under the direction of the Director of Finance & Administrative services, the Client Services Coordinator acts as the first point of contact, responsible and accountable for providing high quality customer service, addressing inquiries and providing information as needed. Work closely with internal departments to ensure efficient delivery service and resolve client issues promptly through administrative support and carrying out duties related to the delivery of 4Cs services. _____________________________________________________________________________ PRIMARY DUTIES: · Client Reception and Customer Service. Greet clients on the phone and in person with a friendly demeanor and a high level of professionalism as the agency’s first contact at reception. Answer all incoming calls and refer inquiries to appropriate staff members. Take comprehensive messages, check messages and provide accurate and appropriate information to walk-ins and callers. Offer high quality and appropriate childcare referrals to clients via phone, email and in person. Offer assistance and information to clients regarding available community services. Excellent bilingual verbal and written communication skills are essential for effective internal and external interaction. · Program Support. Offer support by filing, creating folders, folding and stuffing materials for mailings, certificates, provider payments and overall support as needed. Maintain accurate client records and documentation in the company’s database. Schedule and coordinate meetings and events, ensuring all necessary arrangements are made. Contact new prospective providers to ensure all information received is accurate. Prepare and mail/email new provider packets. Received providers paperwork and prepare files for review and approval. Provide support to Payment Coordinators to match and adjust payments. · Child Care Referrals & Subsidy Information. Assist Community program staff with childcare referrals to parents. Provide enhanced childcare referrals for families referred through employer contracted with 4Cs. Follow up with families to ensure childcare was found and to offer additional referrals if needed. Provide information to families about the childcare subsidy program, providing updates on eligibility, reviewing applications. • Payment, Mail, Package Delivery and Document Drop-off Processing. Accept and process all incoming mail, deliveries or drop-offs at the front desk in accordance with agency policy. Ensure secure processing of any checks, credit card, or cash payments received by the Front Desk. Processing direct deposits daily or as needed. Check and maintain agency’s drop box daily. Log and time/date stamp all incoming mail, correspondence, attendance forms or other deliveries promptly as directed. Deliver incoming mail to appropriate mailboxes daily. Assist with preparing outgoing mailing projects. Process all outgoing mail daily as directed. • Reception, Supply and Mailroom Areas. Maintain a supply inventory and order office supplies as necessary to ensure a sufficient level of supplies are stocked at all times. Maintain a friendly, clean, safe and organized work environment in front desk and lobby area at all times. Ensure that children are supervised at all times. • Other Miscellaneous Duties as Assigned. Assist program staff and management as needed. Work on various projects as assigned. • Overall: Foster collaborative efforts within the agency and enthusiastically carry out overall agency goals and mission. DELIVERABLES: · Provide clean, friendly, safe and professional reception and/or referrals to callers, clients and visitors at all times. · Open and close agency daily in accordance with operating hours. · Complete all assigned tasks daily or by required deadlines. · Receive, distribute or send all payments, mail, deliveries and drop-offs, daily. · Ensure appropriate stock levels of common supplies weekly. RELATIONSHIPS: · Maintain professional and friendly rapport with clients and visitors. Use good judgment and discretion when discussing case particulars or helping to resolve problems. · Maintain professional and open communication with management and other 4Cs staff. · Maintain professional and constructive collaborative relations with counterparts at other agencies or members of the local community. · Maintain confidentiality of case files and 4Cs internal discussions or internal operations. MINIMUM QUALIFICATIONS: · Excellent Bilingual Spanish written and oral skills required. · Strong customer service skills. · High School Diploma. · Experience in mailroom, accounts payable operations or advanced data entry or administration. · Knowledge of MS Office Suite, including Word, Excel, and Outlook. Experience maintaining database files. · High integrity. · Attention to detail. SPECIAL QUALIFICATIONS: · Able to work independently. · Strong organizational skills, ability to prioritize tasks and handle multiple responsibilities. · Good judgment and discretion. SOME OF THE ESSENTIAL PHYSICAL REQUIREMENTS: · Typing on a computer and use of a mouse 75% of the time. · Sitting at a desk 75% of the time · Talking on the telephone · Filing including lifting, pulling and reaching. Salary is $30.00 per hour, non-negotiable. 4Cs offers an excellent benefit package, including 401-K, medical, dental, and vision plans, and more. Job Type: Full-time Pay: $30.00 per hour Expected hours: 40 per week Benefits: • 401(k) • Dental insurance • Flexible spending account • Health insurance • Life insurance • Paid time off • Vision insurance Ability to Commute: • Redwood City, CA 94065 (Preferred) Ability to Relocate: • Redwood City, CA 94065: Relocate before starting work (Preferred) Work Location: In person