The Administrative Support III is the first point of contact for clients and visitors who check-in at the front desk or call by phone. This position requires the exercise of good judgment in the application of prescribed procedures and methods to routine matters, attention to minute detail and extreme punctuality. The work may be performed under close or general supervision by an immediate supervisor.

The ideal candidate should have thorough knowledge of office terminology, procedures and equipment and basic arithmetic and English; good knowledge of elementary bookkeeping; skilled in communicating courteously and effectively, both verbally and in writing, with a diverse public; ability to follow complex, verbal and written directions; ability to get along well with others; ability to maintain complex-clerical records and prepare reports from such records; ability to make decisions in accordance with laws, ordinances, regulations and established procedures where errors could easily result in adverse public reactions or additional costs to the City government; ability to plan, train, and supervise the work of others.

• Receives the public, answers their questions, and notifies staff of client arrivals;
• Answers the main and emergency phone lines, screens and directs incoming calls to the appropriate person;
• Takes down messages for staff;
• Using scheduling software, schedules/ reschedules/cancels/confirms doctor appointments for consumers;
• Prepares service tickets for the next business day;
• Resolves daily service tickets using Credible Scheduler;
• Collects payments from consumers, enters payments in the system, and provides a receipt;
• Works cooperatively with the evening shift Administrative Support III and Medical Director to address and resolve scheduling problems;
• Protects confidential material, keeping it out of eyesight of consumers or unauthorized staff;
• Stays abreast of any changes in front desk procedures and respond accordingly;
• Provides feedback to supervisor on any problems, trends, or ideas to improve front desk operations;
• Performs related work as required by supervisor.

High School Diploma or GED; Three years of responsible clerical experience, including one year of experience at the level of Administrative Support II; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Two-year college degree; At least three years in customer service. Must have a valid driver’s license. At least one year of experience in a capacity working around persons with mental disabilities. Experience in communicating courteously and effectively, both verbally and in writing, with a diverse public; and ability to follow complex, verbal and written directions and execute complex appointment scheduling and maintain records. Fluent and Bilingual in both English and Spanish and/or any other language(s).