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
- 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.
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