Client Relations Representative - PT 20 hours

COORDINATED CARE service inc; City of Rochester, Northern (NY, KY); Hybrid; USD 28,000 - 30,000; Part time

Job summary

The Child Advocacy Center of Greater Rochester is seeking a Client Relations Representative for a part-time 20-hour week. The role greets visitors, triages phone calls, and manages intake with confidentiality and sensitivity.

The CRR will handle front-desk duties, schedule appointments, assist with training volunteers, and support a trauma-informed, client-centered environment in a busy CAC setting. Evening coverage at least once a week until 7:30 p.m. is required.

Qualifications

• High School Diploma preferred; 2-3 years of public-facing experience.
• Experience with children and families is desirable.

Responsibilities

• Serves as a reception point-person for all individuals entering the building.
• Answers main-line telephone calls and triages them to the appropriate person.
• Greets visitors in a trauma-focused, customer-friendly manner with confidentiality.
• Manages check-in procedures and collects intake paperwork.
• Inputs all client appointments into the Team-Up Calendar.
• Supports training, scheduling, and supervision of front desk volunteers.
• Receives and distributes mail and faxes; assists with meetings and trainings.
• Helps maintain the Community Closet; performs other duties as assigned.

Skills

Typing

Customer service

Record keeping

Flexible schedule

Office equipment

Accuracy and organization

Multi-tasking

Integrity and confidentiality

Trauma-informed training

Diversity and inclusion

Education

High School Diploma preferred

Tools

Microsoft Office

Job description

Client Relations Representative – PT 20 hours

Job Information

Organization: The Child Advocacy Center of Greater Rochester

Job Title: Client Relations Representative – PT 20 hours

Position Start Date: 03/26/2026

Job Description

POSITION TITLE: Client Relations Representative

SALARY RANGE: $20.00 – $22.00 per hour

REPORTS TO: Client Operations Manager

FLSA STATUS: Part-time (20 hours), Non-Exempt

GENERAL DESCRIPTION:

The Client Relations Representative (CRR) works closely and in conjunction with the other Client Relations Representatives to provide a welcoming atmosphere for any and all individuals contacting or entering The Child Advocacy Center. This person has a clear understanding of the comprehensive services that are provided to the children and families coming to the CAC and ensures that the entire intake process includes the highest level of customer service. Due to the nature of the work at The CAC, the CRR must demonstrate a high level of integrity and respect while maintaining confidentiality surrounding the day-to-day functioning of the agency.

The Client Relations Representative position is supervised by the Client Operations Manager. This position is part-time at 20 hours per week, with at least once a week evening coverage until 7:30p.m. Coverage is coordinated with the other Client Relations Representatives and the Client Operations Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serves as a reception point-person for all individuals entering the building. Assists staff, Team, Board and Committee members when they are in the building.
• Answers all main-line telephone calls and triages them to the appropriate person or partner agency.
• Greets all visitors in a trauma-focused, customer friendly manner while maintaining building safety procedures using the security access systems, as well as a high level of integrity and confidentiality.
• Welcomes clients and introduces appropriate check-in procedures as appropriate for individual appointments. Distributes necessary paperwork, copies insurance information (if needed). Collects intake paperwork once completed.
• Accurately monitors and inputs all client appointments into the Team-Up Calendar.
• Offers and demonstrates individual care and comfort to children and families requiring attention or in distress. Monitors and assesses clients’ needs on an ongoing basis.
• Assists with training, scheduling, and supervising new front desk volunteers.
• Receives, sorts, dates, and distributes all incoming mail and faxes.
• Confirms and prepares for meetings and trainings including assisting Client Operations Manager with room/food set-up, ordering lunch, preparing supplies if needed.
• Helps with maintaining our Community Closet.
• Other duties as assigned

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to demonstrate proficiency in meeting competencies required for position; able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed below are representative of the knowledge, skill and/or ability required.

EDUCATION AND EXPERIENCE:

High School Diploma preferred, plus two to three years of experience working with the public, record keeping and data management. Experience working with children and families is desirable, and respect for diverse family systems is a must.

SKILLS, KNOWLEDGE AND ABILITIES:

• Excellent typing and computer skills
• Ability to respond quickly, calmly and compassionately to address any escalating client issues in the waiting room area, requesting assistance from staff as needed
• Proficient with Microsoft Office
• Filing, record keeping, invoicing, and inventory control experience
• Capable of handling a changing work schedule (days and hours) with other CRRs
• Familiarity with office equipment such as facsimile, postage meter, copiers, multi-line phone system
• High level of accuracy and organization skills
• Ability to multi-task within a busy environment
• Exceptionally high level of integrity, confidentiality, and dependability
• Willing to participate in a trauma-informed training to become knowledgeable and comfortable with the population served
• Respect for diversity and a commitment to providing culturally competent and inclusive services

PHYSICAL REQUIREMENTS:

• Ability to bend, squat, climb stairs and lift 25 pounds frequently

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The employee can perform the essential functions of the position, with or without reasonable accommodation.

Shannon Bigongiari, MBA, SHRM-SCP| Director of Human Resources & Administration | She/Her |Email: [e-mail] |Direct: 585-935-7828 |Fax: [phone]