Catholic Charities of the Diocese of Rochester · 16 hours ago
CLIENT ACCESS & OFFICE COORDINATOR - BILINGUAL
Rochester, NY
Full-time
Onsite
Mid Level
$20/hr - $22/hr
3+ years expCatholic Charities of the Diocese of Rochester is seeking a Client Access & Office Coordinator who will serve as a key member of the Property Department team. This role is responsible for overseeing front-office operations and ensuring a welcoming, organized, trauma-informed, and client-centered environment for staff, clients, visitors, and community partners.
Government Administration
Responsibilities
Oversees and provides high-quality client-facing front office operations, including greeting and directing clients, visitors, answering incoming calls live during business hours, and maintaining accurate call and inquiry logs within agency systems (e.g., IMPOWR)
Ensures a consistently welcoming, respectful, and trauma-informed front-office experience for all clients, visitors, staff, and community partners
Monitors and coordinates follow-up for general information voicemail, email inboxes, and after-hours messages to ensure timely, accurate responses and appropriate routing
Acts as a central point of contact for Central Intake and Family Prosperity programs, including Project Anchor, CRS, SCN, and Food Pantry Services
Assists with Food Pantry Services, including client intake, IMPOWR date Input and food distribution, while maintaining a respectful, organized, and trauma-informed environment
Demonstrates professionalism, empathy, and discretion when engaging with individuals who may be experiencing crisis, housing instability, or other urgent needs
Uses de-escalation and supportive communication techniques to maintain a calm, client-centered environment
Maintains working knowledge of agency programs and relevant community resources to appropriately triage inquiries and connect individuals to services
Provides basic intake support and document coordination, as appropriate, to assist program staff with client access to eligible services
Coordinates general office operations, including:
Office supply management
Distribution of informational and marketing materials
Mail handling and courier coordination
Submission and tracking of facilities or maintenance requests
Ensures reception areas and shared office spaces remain organized, professional, and welcoming in coordination with facilities staff
Maintains up-to-date internal staff directories, program contact lists, and reference materials
Completes and maintains accurate documentation related to client access & office coordination activity, client interactions, incident reporting, and administrative records as required
Assists with collecting, organizing, and uploading documentation in coordination with program staff, ensuring accuracy and confidentiality
Communicates effectively with internal teams, leadership, and external stakeholders to support smooth office operations
Participates in relevant agency meetings, training, and initiatives
Models behaviors aligned with the Agency’s Mission, Vision, Values, and Strategic Plan
Actively engages in ongoing professional development related to trauma-informed care, administrative best practices, and customer service excellence
Completes other duties as assigned
Qualification
Required
Associate's degree in Business Administration, Office Administration, or a related field preferred
Must have a valid and clean NYS driver's license with access to a reliable vehicle. Must have valid insurance, registration and insurance documents
Minimum of three years of experience in a client-facing reception, administrative coordination, or office operations role, preferably within a nonprofit, healthcare, or human services setting
Fluency in both Spanish and English (verbal and written) required to effectively support clients, staff, and community partners across assigned sites
Demonstrated proficiency with office technology and administrative systems, including phone systems, email, electronic records, and client management databases
Must be highly organized, detail-oriented, calm under pressure, and collaborative, with strong administrative judgment and the ability to manage multiple priorities while maintaining professionalism and compassion
Strong written and verbal communication skills, with the ability to convey information clearly, professionally, and compassionately
Exceptional organizational skills with a high level of attention to detail, accuracy, and follow-through
Ability to prioritize tasks, manage competing demands, and work independently while maintaining accountability and responsiveness
Demonstrated effectiveness in a fast-paced, client-facing environment requiring sound judgment, flexibility, and professionalism
Commitment to trauma-informed, strengths-based, and culturally responsive practices when interacting with clients, staff, and community partners
Ability to maintain confidentiality and adhere to all agency policies, procedures, and required training
Collaborative team player who fosters respectful, solution-focused communication and supports a positive workplace culture
Ability to remain calm, composed, and professional in high-stress or emotionally charged situations, utilizing de-escalation and self-regulation strategies as appropriate
Commitment to ongoing self-awareness, professionalism, and healthy stress-management practices
Ability to demonstrate behaviors and attitudes which support agency mission, philosophy, and policies
Willingness and ability to foster agency and program wide cooperation and teamwork through use of positive/constructive communication techniques( trauma informed, conflict resolution and de-escalation)
Possession of a valid NYS Driver's license and use of a registered and reliable vehicle
Benefits
Competitive salary and 403b retirement plan
Generous time off package and work-life balance
Comprehensive benefits package
Supportive and collaborative environment
Opportunities for growth and development
Intrinsic reward of truly making a difference in people's lives
Company
Catholic Charities of the Diocese of Rochester
Inspired by the Gospel and rooted in Catholic Social Teaching, we’re on a mission to build a just and compassionate society to advance the dignity of all people.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase