Client Services Representative

Domestic Violence Intervention Services, Inc.; Tulsa (OK); On-site; USD 28,000 - 36,000; Full time

Job summary

Domestic Violence Intervention Services, Inc. in Tulsa, OK seeks a Client Services Representative to be the first point of contact at our DVIS headquarters.

You will greet visitors, answer phones, schedule counseling appointments, check clients in, and maintain referrals and files to support clinical staff. Ideal candidates have a high school diploma and at least one year in a fast-paced front office setting; nonprofit experience is preferred, with strong English communication and basic computer

Qualifications

• 1 year of experience in a fast-paced front office setting.
• Nonprofit experience preferred.

Responsibilities

• Greet visitors and answer incoming calls at the front desk.
• 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.
• Provide check-in duties, such as receiving money and providing receipts.
• Assist the clinical staff and other departments with file maintenance.

Skills

Customer service

Front desk

English communication

Education

High school diploma or equivalent

Tools

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.

Client Services Representative

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.

• 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.