Receptionist Job at HOPICS in Los Angeles

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Job Announcement
Special Service for Groups, Inc.
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, gathers basic information accurately, routes call appropriately
• Answers inquiries about the company
• Greets visitors warmly and ensures they are comfortable
• Calls staff members waiting for visitors
• Schedules meetings and conference rooms as requested; coordinates and helps arrange Operations staff meetings when needed
• Demonstrates ability to respond appropriately to the cultural differences among HOPICS's service population
• Makes assessments during in-person or telephonic requests 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-directs 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
• Greets and receives clients at the front desk
• Communicates and coordinates instructions to clients who walk in at the front desk
• Schedules client appointments and provides information to clients
• Retrieves and responds to voice messages within 24 hours
• Communicates urgent client needs to Supervisor
• Communicates and coordinates 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
• Ensures the agency breakroom is adequately stocked daily and keeps all site supply rooms fully stocked
• Orders supplies needed by the respective site locations
• Represents the Division in a variety of community settings including funder, provider, and community meetings, and major events
• Maintains and posts all required work-related documents
• Maintains confidentiality of all information that is accessible
• Performs data entry and scans documents
• Assists in resolving any administrative problems
• Verifies and provides clients with their appointment time and date as available in the Google Calendar
• Provides clients with a map, including but not limited to the metro route that will take them to their destination.
• Provides clients and community partners with a list of approved COVID Testing Locations via preferred zip code.
• Provides colleagues with assistance and training on how to schedule appointments via the Google Calendar
• Keeps and maintains the front area in compliance with audit requirements.
• Organizes and distributes documents printed and left behind by the reception area.
• Makes copies and maintains sufficient documents in the reception area, including but not limited to the Medical Verification Form, ACCESS Screening Form, etc.
• Assists with receiving and sorting mail and delivering billing to the appropriate department.
• Processes and books travel requests for one to five employees
• Establishes utility service for all new locations
• Communicates with utility providers on all agency accounts
• Copies, scans, and files all incoming checks
• Reconciles incoming checks to Accounts Payable Transmittal Log
• Enters incoming invoices into Tipalti payment processing platform
• Prepares and maintains spreadsheets and reports
• Assists with preparing Request for Check packets
• Mails outgoing check payments to the appropriate payee
• Files, copies, and scans documents
• Prepares documents for review
• Handles accounting clerical assignments
• Provides administrative support to other agency departments as needed.
• Performs other duties as assigned.
• Maintains files/records on client services in compliance with HIPAA and other funding requirements for auditing purposes
• Timely completion of required case notes and other documentation.
• Attends 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) months 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, sometimes 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 <50 pounds. The Receptionist will spend time sitting, standing, walking, carrying (<. 50lbs), listening, speaking.

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 #J-18808-Ljbffr