Open Positions

SUMMARY

Under the direction of the Executive Director, the Chief Operating Officer will assist the Executive Director with the overall management of the organization. This position also advises the Executive Director and Harbor Board of Trustees on policy matters that would further the mission of the organization and ensure compliance with various contractual, regulatory, legal, and other requirements related to service provision and delivery.

The Chief Operating Officer shall be responsible for the leadership, planning, organization, development, and direction of assigned departments in accordance with applicable law, the contract with the California Department of Developmental Services, and the policies established by Harbor’s Board of Trustees.

Under the general direction of the Executive Director, this position will track, monitor, and manage the organization’s compliance requirements, support the Executive Team and other agency staff members with completion of compliance requirements, and communicate with the California Department of Developmental Services and other entities as appropriate regarding compliance projects, timelines and required reports.

Responsibilities

1. Serves as Acting Executive Director in the absence of the Executive Director.
2. Represents the Executive Director at statewide and local meetings as assigned.
3. Assists in the development, implementation, and monitoring of Harbor’s strategic plan, regional center performance measures, and contractual program obligations.
4. Advises the Executive Director and Harbor’s Board of Trustees on service policy, program policy, service delivery trends, and compliance matters.
5. Assists the Executive Director in providing the Board of Trustees with sufficient, up-to-date information and with new Board members’ orientation.
6. Implements Harbor’s policies and procedures.
7. Provides leadership, support, and day-to-day supervision to assigned departments, committees, workgroups or task forces.
8. Manages the follow up and communications related to recommendations from department/staff meetings and leadership team meetings held by the Executive Director and the Operations Team.
9. Supports workforce planning, recruitment, and retention efforts to maintain highly skilled staff.
10. Establishes performance metrics, quality standards, and data-driven decision-making processes to monitor program effectiveness and outcomes.
11. Builds and maintains relationships with key stakeholders, including service providers and other community partner organizations.
12. Fosters a culture of collaboration, accountability, and continuous improvement.
13. Assists in the development and management of Harbor’s budget.
14. Assists in the supervision and functioning of the executive office.

SECONDARY DUTIES

Performs other tasks and functions as assigned by the Executive Director.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non‐confined office‐type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In addition, the incumbent may spends time in other community facilities. The incumbent will be exposed to volatile and emotional individuals and their families.

In the course of performing this work, the incumbent will also be required to travel via personal vehicle or public transportation to other facilities, group homes, service providers, and community locations as needed. The incumbent:

• Will spend time sitting, utilizing the computer.
• Will spend limited time standing/walking throughout the facilities.
• May lift up to 15 periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.
• May be grabbed, pushed or hit by an individual receiving services.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Outlook, Excel, and Power Point
• VirtualCHART
• Video conferencing platforms (e.g. Zoom, Teams, etc.)

The incumbent must be able to perform this job safely, without endangering the health or safety of themselves or others.  Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• Ability to uphold and model Harbor’s vision, mission and guiding values in all leadership and management practices.
• Commitment to fostering a person-centered organization and customer-service culture.
• Ability to effectively collaborate with persons with developmental disabilities and their families; providers of services; state and local governmental agencies; advocacy organizations; legislators and their staff; and the community at large. Ability to lead and manage a multi-million-dollar organization. The ability to work effectively with a Board of Directors/Trustees.
• Knowledge of the principles of social service delivery; planning and organization, leadership and management; budgeting; personnel law; and Board of Directors’/ Trustees’ governance. A comprehensive knowledge of regional centers and state and federal statutes and regulations relative to the delivery of services to persons with developmental disabilities.
• Ability to work collaboratively as a team member and across the organization to build and foster teams.
• Adaptable multitasker, with ability to control and move forward on several priorities simultaneously; this includes switching priorities as required without losing momentum.
• An advanced degree in a field of human/social services, administration, or related field.
• A minimum of five years of increasing responsibility in a senior leadership capacity. At least five years of experience in a program requiring knowledge of services and supports for individuals with intellectual and developmental disabilities with at least two of those five years working in one of California’s 21 regional centers.
• Current California driver’s license and State-required insurance required when using personal vehicle on Center business and a driving record acceptable to the organization and/or its insurance carrier.
• Availability/flexibility to work varied hours including occasional evenings, nights and weekends.

Starting Salary Range:  $177,516- $197,579.75

Equal Opportunity Employer

SUMMARY

Under the direction of a Client Services Manager, Team Assistants are responsible for providing the following:

• High level of customer service to individuals served and their families, service providers, counselors, Regional Centers’ staff, the general public, and others.
• Receiving and processing client data, ensuring it is accurately scanned and/or entered into the electronic records in a timely manner
• Performing a wide variety of clerical duties in support of the program manager, counselors and other department staff.

ESSENTIAL DUTIES

Incumbent may perform any or all of the following, depending on specific department or assignment:

1. Answers/makes telephone calls to/from clients, service providers, counselors, Regional Centers and others; responds to questions, concerns or complaints; provides information authorized for release; transfers calls to appropriate internal resources; makes and changes appointments; assesses for emergency situations and refers for appropriate services.
2. Receives and processes incoming mail and faxes; utilizes Laserfiche to scan client documents into system and distributes documents to counselors; inputs data for client reports.
3. Prepares and processes documents (copies, faxes, digital) as directed including Individual Family Service Planning, annual statements, Family Cost Participation Program information, Fair Hearing materials, referral to resources, introductory letters, point of service information, etc.

4. Performs data entry of client information; assigns cases to counselors, other regional centers or units; transfers outgoing cases; inactivates/closes cases and logs/tracks all case activity; ensures accuracy and completeness of data.

5. Maintains prints and distributes schedules to ensure all are notified as to staff whereabouts and availability.
6. Coordinates team meetings and trainings in support of the program manager, including scheduling conference rooms, notifying participants, preparing agendas, taking and distributing minutes, actively participating in meetings, arranging for refreshments, speakers, audio/visual equipment and materials.
7. Processes Federal Program and SSI document information including data entry of record information, and preparation of reports and forms; ensures availability of records for audit and distributes back to counselors afterwards; follows up with counselors to ensure compliance with schedules and deadlines.
8. Performs a wide variety of general clerical and administrative duties including: ordering/receiving and distributing supplies; copying; responding to emails; filing documents; gathering data and preparing routine/special reports.
9. Participates in team spirit activities including arranging activities and events, planning and participating in team retreats and Agency-wide events and coordinating celebrations and other occasions.
10. Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.

SECONDARY DUTIES

Assumes responsibility for projects as assigned.

May perform any or all duties of the Receptionist.

May perform any or all of the duties of another Team Assistant

Performs related duties as required.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In the course of performing this work, the incumbent:

• Will spend time sitting, utilizing the computer.
• Will spend time standing/walking throughout the facilities.
• May lift up to 15 lbs. periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Excel, PowerPoint, Outlook
• Laserfiche
• VirtualCHART
• Sandis Data Retrieval System
• Scheduling Software
• Other (please add)

The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others.  Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job.  Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• Basic knowledge of client documentation methods and practices, typically the result of one or more years of experience in similar positions. Or, demonstrated proficiency in utilizing computer software to maintain large databases
• Experience working within an electronic file structure
• Routine, accurate skills in Microsoft Office including Word, Excel and Outlook
• Ability to type 40 wpm.
• Working knowledge of contemporary office methods.
• Math skills sufficient to calculate/balance routine numerical data=
• Strong work organization skills to meet deadlines
• Critical thinking and problem solving skills including ability to research and resolve procedural problems
• Numerical and alphabetical filing procedures
• Ability to work effectively with people of diverse cultures, ages and backgrounds.
• Effective oral and written communications skills sufficient to draft routine correspondence and emails
• Bilingual Spanish required
• Current California driver license, State-required insurance and a driving record acceptable to the Agency’s insurance carrier, when using personal vehicle on Center business.

Typically, these skills and experience result from completion of high school, and one or more years experience in similar positions.

Starting Salary Range:  $40,643 – $46,488

Equal Opportunity Employer

SUMMARY

Responsible for performing a variety of routine accounting duties relative to the accurate processing of accounts payable using the State’s Uniform Fiscal System, ensuring compliance with generally accepted accounting principles, Harbor Regional Center policies, and various benefit agency regulations as required.

ESSENTIAL DUTIES

Incumbent may perform any or all of the following, depending on specific assignment:

1. Enters a high volume of data into the fiscal system, ensuring accuracy and completeness.
2. Receives requests for services and verifies accuracy, vendor number, rates, service codes, Enters data from the requests into the fiscal system to generate purchase orders.
3. Verifies that the bill has the proper level of approvals for payment in accordance with policies; follows up to obtain appropriate level as needed.
4. Generates electronic payments and paper checks in payment for services and products.
5. Analyzes billing documentation to ensure discrepancies are caught and resolved; trouble‐shoots and resolves problems; makes adjustments when needed.
6. Sets up and maintains client accounts in the system as well as hard copy information; enters clients’ personal data into the system; and makes changes as they occur to ensure accuracy and eligibility for services paid for by the Social Security Administration, Medi‐Cal or other benefit agencies; communicates with the SSA, Medi‐Cal and other benefit agencies regarding a client’s eligibility for Respond to benefit agency inquiries as needed.
7. Maintains accounts for clients; ensures payment of related invoices and requests for disbursements in accordance with agreements.
8. Provides training and guidance to service coordinators and others in the use of the system and in the event of process changes.
9. Performs a wide variety of general clerical and administrative duties including: copying; responding to phone calls and emails; filing documents; gathering data and preparing routine/special reports.
10. Attends and participates in team and department meetings; attends training programs and courses to develop and maintain skills.
11. Maintains absolute confidentiality regarding clients, families, and service providers in compliance with HIPAA regulations and Regional Center policies.

SECONDARY DUTIES

Performs related duties as required.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non‐confined office‐type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In the course of performing this work, the incumbent:

• Will spend time sitting, utilizing the computer.
• Will spend limited time standing/walking throughout the facilities.
• May lift up to 15 periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Excel, Outlook
• Uniform Fiscal System
• Laserfiche (Document Management System)
• Virtual Chart (Case Management System)

The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others. Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• Production speed data entry skills, minimum of 45 wpm with a high level of accuracy.
• Proficiency in Microsoft Office including Excel, Word and Outlook. Prior experience with an accounting system is preferred.
• Working knowledge of contemporary office methods.
• Math skills sufficient to calculate/balance payments; ability to interpret and apply approved rates to service authorizations and invoices.
• Ability to be flexible and work in a changing environment.
• Ability to establish and maintain routine files, records and official documents.
• Critical thinking  and  problem  solving  skills  including  ability  to  research  and  resolve  procedural problems.
• Ability to work effectively with people of diverse cultures, ages and backgrounds.
• Effective oral and written communications skills sufficient to draft correspondence and emails

Typically, these skills and experience result from completion of high school, and two or more years experience in similar positions.

Starting Salary Range:  $40,643 – $45,240

Equal Opportunity Employer

SUMMARY

Under the direction of a Client Services Manager, Service Coordinators are responsible for providing service coordination for individuals with developmental disabilities and their families to enable them to participate in family and community life as fully as possible and to do so pursuant to the provisions of the Lanterman Act as well as the policies established by the Harbor Regional Center Board of Trustees.

ESSENTIAL DUTIES

• Individual and family assessment and needs identification.
• Planning for provision of appropriate services and support.
• Evaluation and monitoring of service delivery and advocacy.

Skills and Abilities

Understanding of family systems and human dynamics.

Familiarity with the prevailing philosophy in the field of developmental disabilities.

Strong organizational and time management skills.

Demonstrated ability to work independently and cooperatively as a part of an interdisciplinary team.

Effective oral and written communication skills.

Minimum Employment Standards

• Bachelor’s degree in Social Work, Psychology or related human services field and at least 1 year post BA/BS paid work experience. A related master’s degree is preferred.
• Not less than 1 year experience working in programs offering child and family assessment services, case management/service coordination, family support and referral services, or similar services.
• Preferred but not required- bilingual in Chinese, French, American Sign Language, German, Japanese, Khmer, Spanish, Tagalog, and Vietnamese.
• Current California driver’s license and State required insurance required if using personal vehicle on Center business and a driving record acceptable to the organization and/or its insurance carrier.

Environment/Physical Activity

The service coordinator is in a non-confined setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In addition, the service coordinator spends time at client homes and other community facilities. The service coordinator may be exposed to clients and their families who may become volatile or emotional.

Computer software may include any or all of the following:

• Microsoft Office including Word, Outlook, and Excel
• Virtual CHART
• Laserfiche
• Zoom and other video conferencing platforms

Starting Salary Range: $57,013 – $68,786

Equal Opportunity Employer

SUMMARY

The Parent Mentor serves as a key liaison for supporting individuals with developmental disabilities and Parents/Families served by Harbor Regional Center (Harbor). This position assists individuals and families who have an identified need to access various community and regional center services. This position participates in community engagement and promotes culturally and linguistically appropriate services. The role also fosters parent – professional collaboration across agencies and supports parent/family capacity. The ideal candidate will need to demonstrate the skills to mentor, coach, and support individuals with developmental disabilities and/or their parents.

ESSENTIAL DUTIES

1.  Act as Harbor Regional Center’s Family Resource Center team, as part of parent/family support and serve as liaison between Harbor Regional Center, community partners, and service providers.
2. Develop and cultivate relationships and partnerships with key stakeholders, including self-advocates, families, service providers, Harbor staff, and community members from diverse cultural communities to gather information and valuable input regarding unique cultural and linguistic needs within Harbor’s catchment area.
3. Provide assistance to individuals who receive services, their circles of support, and the community on resources, while having a good understanding of current regulations (Lanterman Act and ADA).
4. Collaborate with individuals/families to develop Family Mentoring Plans; produce accurate and succinct reports; record pertinent contacts/notes within VirtualChart (or other appropriate database) ensuring accuracy and high-quality information.
5. Supports Harbor’s internal and external communication and engagement activities, including responding to visitors, inquiries, communication with community groups, and the public, assisting with the development and review of resources and materials to ensure accessibility and cultural relevance.
6. Disseminates relevant data, information and culturally relevant community resources to staff, individuals receiving services, their circles of support, and the community.
7. Assist with overall functions of the Family Resource Center, which may include assisting visitors navigate and obtain accurate information and resources, providing tours, process lending library, and special assignments and events as assigned by Manager.
8. Participates in meetings and training and may be responsible for presenting and communicating information and data in a variety of settings, including multi-disciplinary teams and systems.
9. Collaborate with team members on the facilitation of Harbor communications and engagement activities and initiatives, while also collaborating with others across departments to provide support when needed.
10. Collect, manage, and report data related to role. Responsible for maintaining records to ensure appropriate reporting to various entities, as needed.
11. Plan, coordinate, and participate in community outreach activities to promote awareness of the services of Harbor Regional Center.
12. Maintain absolute confidentiality regarding individuals served and families in compliance with HIPAA regulations and Regional Center policies.

SECONDARY DUTIES

Performs related duties as required.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non‐confined office‐type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In addition, the incumbent may spends time in other community facilities. The incumbent will be exposed to volatile and emotional individuals and their families.

In the course of performing this work, the incumbent will also be required to travel via personal vehicle or public transportation to other facilities, group homes, service providers, and community locations as needed. The incumbent:

• Will spend time sitting, utilizing the computer.
• Will spend limited time standing/walking throughout the facilities.
• May lift up to 15 periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.
• May be grabbed, pushed or hit by an individual receiving services.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

Computer software may include any or all of the following:

• Microsoft Office including Word, Outlook, Power Point, Excel, Teams, and PowerPoint
• VirtualCHART
• Zoom
• Adobe Acrobat
• Canva

The incumbent must be able to perform this job safely, without endangering the health or safety of themselves or others.  Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• Lived experience as a Parent or Family Member of someone with a developmental disability.
• Three or more years of experience in administrative work, developmental disabilities, and supporting parents or family members through complex processes.
• Preferred fluency in a language other than English, such as Spanish, American Sign Language, Khmer, Japanese, Korean, Tagalog, Mandarin, or Vietnamese.
• Excellent, positive interpersonal skills working with others from diverse cultural, linguistic and socioeconomic backgrounds.
• Strong communication, facilitation, and public speaking skills, including ability to communicate effectively verbally and in writing, with individuals and groups from a variety of educational and socioeconomic backgrounds.
• Ability to manage multiple projects and work collaboratively with multi-disciplinary team members, including individuals with developmental disabilities, family members, service providers, and staff.
• Capacity to model positive behaviors and Regional Center values.
• Current California driver’s license and State-required insurance required when using personal vehicle on Center business and a driving record acceptable to the organization and/or its insurance carrier.
• Strong problem-solving skills and demonstrated ability to apply independent judgment in critical situations.
• Ability to be flexible and work in a changing environment.
• Computer skills sufficient to meet production demands of the job including Microsoft Office, Zoom and VirtualCHART or other database software for notes.
• Ability/flexibility to work varied hours including occasional evenings, nights and weekends.

Starting Salary Range:  $40,643- $46,488

Equal Opportunity Employer