Reports to: Co-Director Counseling and Community Works (CCW)/Practice Manager

Organizational Summary

St. Joseph’s Neighborhood Center (SJNC) provides comprehensive health care, counseling, social work, and support services to individuals and families who lack access to health insurance or encounter barriers to obtaining care. Established in 1993, the Center is committed to raising the health status and quality of life of the more than 3,000 clients served each year. This grassroots community-based organization depends on a small and dedicated group of paid staff and a corps of over 450 professional and lay volunteers.

St. Joseph’s Neighborhood Center is committed to creating a diverse environment and is proud to be an equal opportunity employer. This policy expressly prohibits discrimination on the basis of sex, race, color, religion, creed, national origin, age, marital status, sexual orientation, disability, genetic predisposition, gender identity or expression, carrier status, domestic violence victim status, veteran status, or status as a member of any other protected group or activity.

Mission, Values, and Culture

St. Joseph’s Neighborhood Center identifies and responds to the unique health and social needs of individuals and communities in the greater Rochester region and has been doing so since 1993. The organization is rooted in the core values of Service, Education, Advocacy, Research, and Community Health.

The SJNC culture is unlike any other. The health center believes in the importance of community, social justice, collaboration, and transparency. The community kitchen is at the heart of the Center and the culture is thoughtfully tended to and maintained. In any given week, there may be an organizational potluck or a birthday celebration—complete with cake! There is always a puzzle at some phase of completion and at least once per month, there is a community breakfast for visitors, staff, and volunteers. Colleagues genuinely enjoy coming to work each day and miss one another when on holiday/vacation.

Position Description

This position provides 20 hours of administrative support to the Counseling and Community Works department (interns, counselors, Co-Directors) and 20 hours as an integral member of the Practice Management department. Areas of responsibility include, but are not limited to:

• Counseling and Community Works
• Learn Greenway Intergy system to become department’s “super user”
• Provide technical support and training to all new counselors
• Answer and direct calls and or take messages, schedule appointments
• Provide administrative and technical support to the department directors and counselors
• Call clients referred to CCW for counseling to: Gather additional information regarding client needs and availability, confirm contact information, and schedule initial counseling appointment
• Communicate with counselors regarding new clients scheduled for counseling, quarterly tasks, due dates and deadlines
• Maintain counseling room schedule, CCW files, and directories
• Handle administration of Counseling groups
• Print flyers and invitations for groups, make copies and distribute
• Update CCW Handbooks, training guides, and manuals, as needed
• Work with co-directors to coordinate new counselor orientation
• Confirm psychiatry appointments
• Prepare all documentation needed for Psychiatry clinic. Scan notes from post-psychiatry.
• Miscellaneous administrative tasks (e.g., Interact between several SJNC divisions, fax medical records, send letters, track invoices, scan documents)
• Practice Management:
• Create a warm welcoming environment as the initial point of contact for SJNC
• Answer a multi-line phone, receive, and route phone calls, and take telephone messages
• Be familiar with all the Center services and triage clients appropriately,
• Scheduling appointments using an Electronic Medical Record system and providing reminder phone calls to patients/clients.
• Responsible for opening and closing procedures for the lobby, and other tasks associated with maintaining a pleasant atmosphere including maintaining supplies
• Manage all front desk procedures, receipt of, tracking and balancing fees for service, transmittal of those fees and accompanying documentation to the Practice Manager, and all patient/client intake and exit procedures
• Adhere to verbal and written policies and procedures such as confidentiality and medical chart maintenance
• Oversee client advocacy services including, but not limited to: hospitality/public relations, hygiene bag distribution, office and waiting room services, client mail and messages
• Provide oversight and support to volunteers serving at the front desk and at the switchboard
• Participate in facility opening and closing responsibilities

• Coordination and Quality Improvement

• Employee will assist with quality improvement activities—including providing feedback regarding form and processes, identifying opportunities to streamline workflows, and assist in the establishment of universal procedures across departments

Required Skills and Abilities

• Highly advanced administrative assistant and support skills
• Exceptional interpersonal, verbal and written communication skills
• Excellent organizational, time-management and multi-tasking skills with extraordinary attention to detail
• Create a warm welcoming environment as the initial point of contact for SJNC
• Make extensive use of the Electronic Health Record, including but not limited to checking patients in and out. Generating correspondence, statement generation and distribution, data quality checks, scheduling appointments, documenting charges and payments, creating admin notes, managing no shows and recalls to schedule future appointments
• Must possess excellent computer skills and capabilities; familiar with general office equipment including multi-line phones
• Strong de-escalation skills
• Skilled communicator with the ability to convey difficult or unwanted information to stakeholders in a calm, professional, and caring manner
• In collaboration with the practice management department, create waiting room displays that are warm, welcoming, engaging, and educational while supporting the organizational strategic pillar of Inclusion, Diversity, Equity, Access, and Action (IDEAA)
• Assist other departments as directed by Practice Manager in order to provide coverage in times of staff/volunteer shortage and/or scheduled breaks. Potential areas of coverage include rooming patients, taking vitals, and assessing needs of individuals walking into the organization seeking assistance.
• Possess excellent conflict resolution skills and demonstrated ability to advocate on behalf of patients/clients while maintaining internal relationships that are characterized by mutual respect and understanding.
• Maintain the highest degree of confidentiality
• Committed to respecting and supporting inclusiveness and diversity and demonstrate St. Joseph’s Neighborhood Center’s Mission, Values and Culture
• Appreciation for community-based, social justice focused organizations
• Ability to work with people of diverse backgrounds, professions, skills, and abilities
• Proficiency in Customer Service responsibilities, with excellent customer service skills and etiquette
• Demonstrated ability to communicate in spoken and written form, professionally, accurately, and effectively with culturally diverse groups of individuals
• Ability to multi-task and prioritize tasks, to work accurately and efficiently
• Ability to work well under pressure: exhibit a patient and calm demeanor with a demonstrated ability to assess and diffuse difficult situations
• Demonstrate comfort with defining and enforcing clear boundaries
• Integrate the functioning of the office with the overall mission and service of the Center
• Staff members at St. Joseph’s Neighborhood Center, Inc. are subject to, and enjoy, all the rights and responsibilities as outlined in the Employee Handbook

Education and Experience

• Associates Degree in related field and minimum one year experience in office and/or medical setting. Equivalent amount of education and relevant experience will be considered.
• Spanish speaking is required.

Setting, Schedule, and Physical Requirements

• This is a full-time 40 hour per week position. Monday through Friday with rare weekend hours. Monday, Tuesday, Wednesday, and Friday shifts may vary from 8:00 AM-7:00 PM. Thursday evenings may extend to 8:00 PM.
• Ability to perform some reaching and lifting; ability to physically move around office space.

Employee Health Requirements

• In compliance with New York State Department of Health (NYSDOH) infection control requirements for health care organizations, St. Joseph’s Neighborhood Center (SJNC) requires that all new and existing employees and volunteers provide documentation to demonstrate:
• Mumps Measles and Rubella (MMR) vaccination or titer
• Completion of a Tuberculosis (TB) test and yearly screening
• Hep B vaccination or declination form
• Flu vaccination or mask required in clinical areas during flu season
• COVID 19 vaccination series

Salary and Benefits

• Standard benefits for employees, include the following:
• Supportive and affirming workplace community.
• Monday-Friday work week with occasional nights and weekend hours required.
• Paid Holidays: A minimum of ten (10) paid holidays including: New Year’s Day, Dr. Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Thanksgiving and the day after, Christmas Day, and one floating holiday. The holiday schedule is determined by the Executive Director as is distributed in November of each year.
• Personal Time Off (PTO): New employees accrue .088461 hours of PTO per hour worked (184 hours per year at 40 hours per week. This bank is used for all vacation, sick-time, time off to conduct personal business, medical/dental appointments, and other personal matters.
• Medical Insurance: SJNC currently contributes $4,550 per year toward the cost of health insurance.
• Dental Insurance: SJNC has an optional dental plan for individuals and/or families who wish to purchase dental insurance.
• Vision Insurance: SJNC has an optional vision plan for individuals and/or families who wish to purchase vision insurance.
• Retirement Savings Plan—403(b) Plan: SJNC has an optional tax-advantaged retirement savings plan in which employees may elect to have a portion of their pay deferred into the plan before income tax is paid and allowed to grow tax-deferred until the money is taxed as income when withdrawn from the plan.
• Life Insurance: The Center provides and pays for a life insurance policy for each employee. The insurance benefit is currently $50,000.
• Salary range—benchmarked with HR Works and based upon local rates: $16.41-$20.32/hour. Based upon skillset and years of experience.

Application Process and Timing

• We will begin reviewing resumes immediately and the position will stay open until it is filled. Please send a cover letter and resume to HumanResources@sjncenter.org