Client Services Representative

Domestic Violence Intervention Services, Inc.; Tulsa (OK); On-site; USD 30,000 - 42,000; Full time

Job summary

Domestic Violence Intervention Services, Inc. serves clients at its Tulsa headquarters.

The Client Services Representative is the first point of contact, handling front desk duties, client check-ins, appointments, and referrals with a strong focus on equitable, trauma-informed service delivery. The role requires high school completion, at least 1 year in a fast-paced front office setting, and strong English communication skills; Spanish is a plus.

Qualifications

• Completion of high school degree or equivalent.
• 1 year of experience in a fast-paced front office setting.
• Nonprofit experience preferred.
• Spanish language helpful.

Responsibilities

• Greet and assist clients at the front desk.
• Answer calls and route to appropriate staff or outside agency.
• Schedule counseling appointments for clinical staff and interns.
• Check clients in for appointments and maintain client records.
• Input, update, and manage files and referrals.

Skills

Customer service

English

Microsoft Office

Data entry

Bilingual English/Spanish

Education

High school diploma

Tools

Database experience

Microsoft Office Suite

Job description

Description

The philosophy of our organization is that all people have the right to live without fear, abuse, oppression, and violence. Our advocacy programs embrace the philosophy that people experiencing violence and/or abuse have the potential to control their lives and can be helped in doing so through support, information, and encouragement. We believe that our organization should model behavior that is nonviolent and uses power responsibly for personal and organizational action and growth.

The Client Services Representative acts as the first point of contact for clients at the DVIS headquarters and provides front desk administrative and clerical support duties.

Responsibilities

• Priority 1: Equity and Inclusion
• Reflect and understand how identities could give advantages in the workplace—even if they are not asked for or earned—while others might experience disadvantages. Reflect on how our position and power may shift depending on the environment, the people, or the institutions at play. Build the awareness and compassion that is needed and expected to create an equitable and inclusive workplace.
• Create an inclusive environment and behave in a way that ensures that clients and employees feel embraced, no matter what their cultural orientations are, respected and valued, engaged and connected to the community, and safe from abuse and harassment.
• Priority 2: Customer Service
• Maintain a high level of professional customer service with clients and visitors at the front desk.
• Answer incoming calls and greet visitors, screen and route to the appropriate internal party or outside agency.
• Schedule counseling appointments for clinical staff and interns.
• Check clients in for appointments.
• Maintain client wait list, referrals, and documentation.
• Input, update, and maintain files and computer records.
• Maintain and document DHS referrals as they are received through e-Intervention and Outlook. Print and provide referrals to assigned clinical staff.
• Provide check-in duties, such as receiving money and providing receipts.
• Assist the clinical staff and other departments with file maintenance.
• Provide general clerical support for the clinical staff.
• Perform mail routing functions.
• Research client/case information in the OSCN website.
• Route incoming supplies and donations.

Requirements

• Education: Completion of high school degree or equivalent required, or any equivalent combination of education and/or experience.
• Experience: 1-year of experience working in a fast-paced front office setting required, working in a nonprofit preferred, or any equivalent combination of experience, lived experience, and/or special skills.
• Knowledge, Skills, And Abilities: Ability to communicate and understand in English (Spanish preferred) effectively, in person, and in writing. Knowledge of or experience working with social justice issues, specifically intimate partner, and gender-based violence, post-traumatic stress, and rape trauma, and racial, class, gender, and sexual orientation issues strongly preferred. Basic computer skills including Microsoft Office Suite required, database experience preferred. Requires organizational skills, written and oral communication skills, attention to detail, and ability to prioritize work and tasks. Requires adaptability to produce and meet deadlines in a fast-paced, multi-tasked and changing environment, and the ability to work as part of a team. Requires the ability to embrace, support, and integrate DVIS’ philosophies to promote and demonstrate its commitment to diversity, inclusion, equity, and anti-racism.
• Schedule Availability: Monday through Friday, 8:30 am to 5:00 pm, with occasional evenings.
• Licenses/Certifications: Current CPR and First Aid certification preferred.