Receptionist

Special Service for Groups, Inc.
Job Announcement
Title: Receptionist Division: HOPICS
FLSA: Non-Exempt, Full time Supervisor: Operations Manager Pay Range: $23.00 -$26.00 per hour Revised: 04.08.2025
Summary
Reporting directly to the Division Operations Manager, the Receptionist will be responsible for a balanced workload of company-related receptionist duties, general accounting tasks, and administrative support functions.

Essential Functions
•  Demonstrates excellent customer service 100% of the time.
•  Answers call promptly, gather basic information accurately, routes call appropriately.
•  Answer inquiries about the company
•  Greeting visitors warmly and make sure they are comfortable.
•  Call staff members waiting for visitors.
•  Schedule meetings and conference rooms as requested; Coordinate and help arrange Operations staff meetings when needed.
•  Demonstrates ability to respond appropriately to the cultural differences among HOPICS's service population.
•  Make assessments during in person or telephonic request for initial appointments to determine that their needs can be met by HOPICS; refers callers to other agencies when their needs cannot be met by HOPICS; Re-direct clients to the appropriate location of services.
•  Maintains current knowledge of HOPICS programs and associated eligibility criteria; obtains
and enters client information into HOPICS Kiosk database; knowledge of HOPICS program outlines, and community resources for client referral.
•  Responsible for posting and distribution of building closure signage for all HOPICS office buildings.
•   Greet and receive clients at the front desk.
•  Communicate and coordinate instructions to clients who walk in at the front desk.
•  Schedule client appointments and provide information to clients.
•  Retrieve and respond to voice messages within 24 hours.
•  Communicate urgent client needs to Supervisor.
•  Communicate and coordinate with direct service staff to facilitate information, linkages and referrals to clients as needed or directed.
•  Ability to multi-task and daily problem solving; Ability to juggle multiple projects with superb accuracy.
•  Ensure the agency breakroom is adequately stocked daily and keeps all site supply rooms fully stocked.
•  Orders supplies needed by the respective site locations.
•  Represent the Division in a variety of community settings including funder, provider and community meetings, and major events.
•  Maintain and post all required work-related documents.
•  Maintain confidentiality of all information that is accessible.
•  Perform data entry and scan documents.
•  Assist in resolving any administrative problems.
•  Verify and provide clients with their appointment time and date as available in the Google Calendar
•  Provide clients with a map, including but not limited to the metro route that will take to reach their destination.
•  Provide clients and community partners with a list if approved COVID Testing Location via preferred zip code.
•  Provide colleagues with assistance and training on how to schedule appointments via the Google Calendar
•  Keep and maintain the front area in compliance with audit requirements.
•  Organize and distribute documents printed and left behind by the reception area.
•  Make copies and maintain sufficient documents in the reception area, including but not limited to the Medical Verification Form, ACCESS Screening Form, etc.
•  Assist with receiving and sorting mail and delivering billing to the appropriate department.
•  Process and book travel requests for one to five employees
•  Establish utility service for all new locations.
•  Communicate with utility providers on all agency accounts.
•  Copy, scan, and file all incoming checks
•  Reconcile incoming checks to Accounts Payable Transmittal Log.
•  Enter incoming invoices into Tipalti payment processing platform.
•  Preparing and Maintaining spreadsheets and reports.
•  Assist with preparing Request for Check packets.
•  Mail outgoing check payments to the appropriate payee.
•  File, copy, and scan documents
•  Prepare documents for review.
•  Handle accounting clerical assignments
•  Provide administrative support to other agency departments as needed.
•  Perform other duties as assigned.
•  Maintain files/records on client services in compliance with HIPAAand other funding requirements for auditing purposes.
•  Timely completion of required case notes and other documentation.
•  Attend mandatory Agency meetings and training.
Minimum Qualifications - Knowledge, Skills and Abilities Required
•  Ability to think and work effectively under stress and in emergencies.
•  Proficient in Microsoft Excel
•  Proficient in Microsoft Word
•  Proficient in Adobe Pro
•  Relevant experience in the accounting or banking field
•  Ability to understand and carry out oral and written directions.
•  Friendly voice and clear enunciation.
•  Ability to work with clients from diverse cultural, ethnic, and socio-economic backgrounds.
•  Verification of Employment Eligibility and Background Clearance.
•  TB test required (Not more than (3) month prior to or (7) days after Date of Hire, and renewed annually thereafter),
•  CPR and First Aid Certification are required within 30 days of employment with the company.
•  Reliable transportation
•  Valid Driver's License Supervisory Responsibilities:
•  This position does not have any supervisory responsibilities. Environmental Conditions (Working Conditions)
•  The Receptionist will work in an office setting. S/he may be exposed to aggressive, sometime noisy, loud, and disruptive clients and must work in conjunction with other staff members, interface with courts, LA County Probation, Sheriff's Department and Mental Health Departments and other community agencies. There is some responsibility to work in noisy environments where adults are free to talk loud and expressively. Physical Requirements
•  This position demands good physical and mental health. The Receptionist will be required to lift, carry, walk, sit, push, pull and work a flexible schedule, must be able to move continuously during work hours and able to lift and/or carry Mental Requirements
•  The Receptionist must be able to handle any/all the following: interruptions, changes in priorities/work schedules; be able to process information, think, and conceptualize, constant distractions, interruptions, uncontrollable changes in priorities/work schedules; be able to process information, think, and conceptualize. Special Service for Groups is an Equal Opportunity/Affirmative Action Employer