Department Assistant

Post

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;

ESSENTIAL DUTIES:

  • 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.

MINIMUM EMPLOYMENT STANDARDS:

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.

SKILLS AND ABILITIES:

  • 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 HR@harborrc.org or fax to HR @ (310) 316-5016