Overview
Are you ready to make a meaningful impact in a dynamic healthcare environment? Join our team as a Client Services Coordinator, where your role will be pivotal in ensuring the seamless reception and management of clients, visitors, and communications within our immunizations clinic. You will not only provide essential administrative support—such as scheduling appointments, maintaining accurate records, and processing client information—but also engage directly in supportive clinical services, including immunizations and patient assessments. With a focus on exceptional customer service and a commitment to public health, you will foster positive relationships with community partners and clients alike. Enjoy the satisfaction of knowing your work hours will have you home by dinner, all while contributing to a collaborative, team-oriented atmosphere that values professionalism and compassion. If you thrive in a fast-paced environment and are passionate about making a difference, this is the opportunity for you! APPLY TODAY!!!
Hiring Range: $41,000.00 – $46,125.00 annually
(salary to be commensurate with qualifications)
This position has an anticipated work schedule of Monday – Friday, 8:00am-4:30pm, subject to change. Under FLSA guidelines, this position is non-exempt.
Please be advised this position may close on or after 10/17/2024, without advance notice, should we receive a sufficient number of qualified applications.
This position is responsible for the professional and efficient reception and management of clients, visitors, telephone calls, etc., as well as providing supportive clinical services for assigned program area. Assists in the day-to-day management of administrative functions to ensure efficient and effective program operations. Performs a variety of functions, including data entry, record maintenance, scheduling of clients, and the accurate processing of client administrative information and fees, receiving department mail, and providing administrative support to the program.
Essential Duties/Responsibilities
Answers and screens incoming calls, takes messages, and answers inquiries or refers calls to the proper person or office. Assists community partners, customers, vendors, and employees in a professional and courteous manner. Schedules client appointments and greets and registers clients for requested services and checks clients in and out.
Performs supportive clinical services, such as assessing client needs, immunizations, finger sticks, and venipunctures. Explains procedures to clients, provides reassurance, and assists clients who have adverse reactions as needed.
Responsible for creating, maintaining, and providing appropriate records for clients, appointments, audits, or as needed by the program. Ensures records are complete, up-to-date, and conform to all governing regulations.
Updates and ensures the integrity of program databases. Responsible for accurate, timely data entry in accordance with program requirements. Conducts data audit and validation to ensure documents have been properly scanned and indexed.
Performs confidential administrative functions. Develops and types written correspondence; maintains organization and appearance of front office area; responds to routine inquiries and correspondence; and types memos and reports; prepares budget adjustments, spreadsheets, purchase requisitions, payment requests, and other department forms or documents.
Maintains secure and confidential laboratory or test results in accordance with laws, regulations, policies, and procedures. Distributes results to the appropriate clinic or doctor’s office in a timely manner.
Collects fees and performs daily closeout of the cash register and ensures compliance with applicable policies and procedures. Maintains billing system and monitors the collection of payments.
Monitors supplies and equipment and communicates supply needs; inventories supplies and equipment and communicates needs. Assists with ensuring the laboratory and/or examination rooms are properly stocked.
Scans client information as needed and assists with record releases and requests. Reviews client records and verifies insurance eligibility as required.
Assists in keeping work areas clean and organized.
As directed, assists nurses in the exam room, including assisting with keeping clients calm during vaccinations and assisting nurses with clients who have additional needs.
May receive laboratory samples; accurately logs chain of custody. Reviews client forms for accuracy and completeness. Sorts, distributes, and files test results in accordance with regulations, policies, and procedures.
Coordinates special projects as assigned by supervisor.
Participates in departmental emergency planning and response activities.
Promotes public health within the community.
Takes personal responsibility to provide exceptional customer service in order to promote and maintain a positive Public Health image, constructive working environment, and foster pride and professionalism in the workplace and community.
Performs other related duties as assigned.
Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.
Supervision Received: Receives direct supervision. This classification normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. Frequent direction, guidance, and coaching from supervisor is expected.
Qualifications
Knowledge, Skills & Abilities
Knowledge of community resources.
Must possess excellent customer service skills.
Must be detail-oriented.
Skill in demonstrating a cooperative, professional attitude to cultivate relationships both within and outside the organization.
Skill in prioritizing and organizing multiple tasks and the ability to complete projects in a timely manner. Ability to respond in a flexible manner and reprioritize work as situations change.
Ability to demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns. Ability to identify problems and work creativity to resolve them, considering the impact of actions.
Ability to efficiently plan, schedule, and organize. Ability to manage multiple tasks and reprioritize as work situations change.
Ability to use conflict resolution and problem-solving skills.
Ability to write and maintain accurate records and reports to meet management objectives.
Ability to maintain the security of sensitive and confidential information.
Ability to work independently and in a team environment.
Ability to perform under stress and when confronted with people acting under stress.
Ability to communicate effectively, both verbally and in writing. Ability to prepare clear and concise correspondence, reports, spreadsheets, and presentations.
Ability to establish effective working relationships with coworkers, County staff, clients, other agencies, the media, and the public. Ability to provide excellent customer service.
Ability to use standard office equipment, including computer, fax machine, copier, scanner, and multi-line telephone. Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Maintain regular and punctual attendance.
Required Education & Experience
High school diploma or equivalent education.
Two years of administrative experience.
Associate’s degree in a related field may substitute for one year of the required experience.
Bachelor’s degree in a related field may substitute for two years of the required experience.
Preferred Education & Experience
Bilingual fluency and proficiency in English and Spanish, including reading, writing, speaking, and translation.
Licenses/Certificates
Must obtain and maintain necessary certifications/licenses as applicable to position.
Must possess and maintain a valid CPR Certification within ninety days of employment.
Pre-Employment RequirementsMust pass conditional post offer background investigation and drug screen.
Work Conditions
Duties are primarily performed in an office, clinic, and/or laboratory environment with potential exposure to noise, infections, blood, contagious diseases, and hazardous conditions (electrical, chemical, and biological). May be required occasionally and safely lift up to 25 pounds and bend at waist or knees to get down to child’s level. Public Health employees are responsible for providing proof of vaccinations and/or tuberculosis testing as applicable to the specific position and must provide proof of completion of required vaccinations/testing or proof of initiation within sixty days of hire date.
The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.
