Bilingual Front Desk Administrative and Case Management Coordinator

North Marin Community Services (NMCS) is the anchor human service non-profit serving Novato/North
Marin for the past 51 years. Our mission is to empower youth, adults, and families in our diverse
community to achieve well-being, growth, and success; we envision a strong community with
opportunities for all. A trusted community resource, our quality programs are grounded in stability,
expertise, and commitment to effectively address the changing needs of our community. Recognized
for our leadership and program excellence, we provide vital resources, educational opportunities, and
economic support to individuals and families in our community. Whether in the form of short-term
assistance or long-term intensive partnership, our interconnected services work together to encourage
success at home, at school, and in life to over 10,000 people annually. Join an organization dedicated
to providing a supportive and professional working environment. Located in beautiful Novato/Marin
County/CA, our workplace culture is driven by our five values: teamwork and collaboration, equity,
excellence, integrity, and learning and continuous improvement.

Front Desk Administrative and Case Management Coordinator

Status: Full-time (40 hours/week) hourly non-exempt position.

Schedule is Monday – Friday onsite at 1907
Novato Blvd. 8:30a-5p (8a-4:30p on Tuesdays)

Reports to: Community Support Services (CSS) Manager

Purpose: The Front Desk Administrative and Case Management Coordinator is responsible for overseeing the
administrative and facility functions at our 1907 Novato Blvd. location. As the first point of contact for
participants and visitors, this role is essential in creating a welcoming and supportive environment. The
coordinator will provide front desk reception, assist the Case Management team, and support the
coordination of departmental activities for participants.

Essential Functions:

Administrative:

• Serves as the key front desk ambassador to greet and cultivate relationships with participants,
  families, volunteers, contributors, community partners both in person and via telephone in a
  customer-oriented, friendly way, including program intake and screenings. Coordinates a front
  desk alternate and training when needed.
• Problem-solving skills: Think critically and clearly about client situations to find solutions.
• Self-motivated and able to work under minimal supervision.
• Ensures that the reception area is inviting, clean, and professional.
• Coordinates all front desk reception area functions such as the participant information board,
  organizes participant information brochures.
• Performs administrative duties including filing, ordering office supplies and inventory, maintaining
  files and record systems, sorting mail, photocopying.
• Data entry and other clerical tasks.
• Collaborates with the Director of Operations to address facility needs at 1907 Novato Blvd.,
  including submitting facility work requests, managing calendar reservations, coordinating setup for
  scheduled activities, overseeing inventory ordering, and conducting safety walkthroughs to ensure
  a well-maintained and secure environment.
• Maintain tracking systems for front desk processes including (but not limited to) donation receipts,
  petty cash, case management credit card and other tracking logs.
• Operates phone system.
• Maintain current CPR and First Aid Certification (willing to send to training) and complete other
  NMCS assigned trainings as directed by Management.

Case Management Support:

• Provides initial screening of Case Management participants and schedules appointments.
• Updates participant records as needed in electronic records database (Apricot Social Solutions)
• Coordinates special projects as assigned.
• Create flyers or other program related announcements as needed.
• Works with Operations and case management team to coordinate support for food pantry
  distribution, enrollments, and some functions of food pantry data tracking.
• Coordinates donation of goods for Case Management.
• Plans and distribute participant surveys across case management programs.

Other:

• Supports interpretation and translation of materials for Spanish-speaking families as available.
• Job may include walking up and down stairs, standing, lifting and moving small items of up to 25
  lbs.
• Additional duties as assigned.
• Attends weekly case management meetings.

Qualifications: Required Qualifications:

• Fluent in both English and Spanish, written and spoken
• High school diploma or equivalent
• Minimum of 1-year experience providing administrative or service coordination.
• Strong communication skills and willingness to work with diverse, income-qualified participants.
• Able to exercise good judgment, conflict resolution skills, and tact in dealing with participants.
• Intermediate in Microsoft Office (Word, Excel, Outlook and SharePoint); comfortable with
  databases.
• Experience coordinating projects
• Able to quickly prioritize work, including multi-tasking between callers and visitors
• Able to work well with people, establish cooperative working relationships with staff and participants
  at all levels within and outside the organization.
•  Able to take initiative and be self-motivated
•  Knowledge of general office procedures

Preferred Qualifications:

• Knowledge of Marin County resources and partner agencies
• Electronic records database experience
•  AA or BA Degree in a related field

Conditions of Hire:

• Fully vaccinated against COVID-19 unless granted a medical or religious exemption.
• Pre-employment health exam including proof of vaccinations and TB test clearance.
• Criminal record clearance or exemption from California Department of Social Services. All
  convictions other than minor traffic violations require an exemption, including convictions that have
  been expunged.

To Apply: Please visit https://www.northmarincs.org/careers-internship