Department Assistant


Under the direction of the Chief Financial Officer, the Department Assistant is responsible for:

  • Supporting the work of the Department Director
  • Supervising Department Team Assistants
  • Performing a wide variety of administrative duties in support of the department, developing and maintaining systems for staff to work efficiently;


  • Organizes, assigns and tacks the department’s work flow to ensure work timelines and deadlines are accomplished to meet schedules. 
  • Gathers and analyzes data and prepares various statistical reports (e.g., incoming and outgoing records, demographic data, etc.); reviews reports for accuracy data integrity and to identify and resolve problems.
  • Prepares data for transferring cases within the Regional Center system; requests CD to be made; follows up to ensure completion and distribution as needed. 
  • Responds to inquiries from staff, service providers, clients and others; researches and resolves complex problems that were not resolved at staff level.
  • Serves as the key contact for Department of Development Services on statewide reports.
  • Ensures accurate and complete processing of vendor information and documents to meet contractual requirements; updates service provider files as required; and coordinates with other regional centers on service provider information as necessary.   
  • Manages special projects as assigned.
  • Supervises clerical staff (from four to ten).  This includes:
    • Training team assistants
    • Distributing/assigning work to staff
    • Following up on work assignments to ensure accuracy and completeness
    • Scheduling absences and arranging for coverage for those absences
    • Assisting staff to research and resolve documentation problems
    • Participating in scheduling staff to provide back-up coverage of reception area
    • Managing performance of staff including participating in performance reviews
    • Recommending disciplinary action as required
    • Interviewing and recommending hiring of new employees
    • Encouraging further training and education and providing cross-training and other learning opportunities within the department
  • Models appropriate skills and behaviors for clients and staff; ensures all employees model Regional Center values.
  • Participates in meetings – Department level, include trainings and board committees meetings, rooms, materials, audio/visual, etc.
  • Provides leadership to team spirit activities including arranging, planning and participating in Department activities and events and Center-wide events and coordinating celebrations and other occasions. 
  • Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.
  • Provides back up for each other, Executive Office and Team Assistants.


Typically, these skills and experience result from completion of courses in business, supervision and database management, and several years of increasingly responsible positions in a similar business environment. Completion of an associate’s degree or higher is preferred.


  • Working knowledge of client documentation methods and practices, typically the result of one or more years of experience in similar positions. Or, demonstrated proficiency in managing large databases
  • Routine supervisory skills sufficient to supervise a small staff of from four to ten individuals including:
  • Coaching skills to assist others to improve performance
  • Progressive discipline skills
  • Accurate skills in Microsoft Office including Word, Excel and Outlook, plus LaserFiche, VirtualCHART and Sandis
  • Ability to type 40 wpm.
  • Working knowledge of contemporary office methods.
  • Math skills sufficient to calculate/balance numerical data
  • Strong work organization skills to meet deadlines
  • Ability to research and resolve complex problems
  • Ability to interpret complex written material
  • Ability to work effectively with people of diverse cultures, ages and backgrounds.
  • Effective written communications skills sufficient to draft correspondence and emails
  • Effective verbal communication skills including giving presentations and training others
  • Bilingual Spanish written and verbal skills preferred
  • Current California driver’s license, State-required insurance and a driving record acceptable to the Agency’s insurance carrier, when using personal vehicle on Center business.

Other Requirements:

Upon job offer acceptance, candidates will be required to show proof of COVID-19 vaccination and booster if eligible. A reasonable accommodation may be requested for an exemption from the COVID-19 vaccination & booster requirement. 

Equal Opportunity Employer

Please email resume to or fax to HR @ (310) 316-5016