Administration Program Specialist - Confidential

Regional Center of the East Bay • Concord, CA

1d

About The Position

The Administration Program Specialist plays a key role in supporting the Regional Center of the East Bay Organization through the management, processing, and maintenance of contracts and records of compliant, and ensuring the agency adheres to regulations outlines included in the California Public Records Act (CPRA). This role requires a detail-oriented, organized individual who can handle sensitive information responsibly while supporting timely responses to public records requests and contract-related activities and able to streamlined information from multiple sources to provide timely and comprehensive responses to Public Records Act and Contract related information.

Requirements

• Associate’s degree or equivalent work experience in contract administration, legal support, records management, or a related field.
• Minimum 2 years of experience in a role involving contract or document management.
• Familiarity with records retention policies and public records law, including CPRA.
• Strong attention to detail and ability to manage high volumes of documents with accuracy.
• Excellent organizational and time management skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and document management tools.
• Strong communication skills and ability to work collaboratively with both internal teams and external providers.
• Automobile, valid CDL, and insurance.
• Demonstrate cultural awareness and sensitivity and an ability to work effectively with culturally diverse populations.

Nice To Haves

• Demonstrated knowledge of California laws, including the California Public Records Act (CPRA), and experience responding to records requests in compliance with legal and procedural requirements.
• Familiarity with contract compliance laws and experience supporting or overseeing contracts within large public agencies or complex systems.
• Strong written and verbal communication skills, with experience interacting with members of the public, government staff, internal staffs and outside agencies in a professional, respectful, and service-oriented manner.
• Comfortable working within structured government environments, with the ability to navigate administrative systems and adhere to established policies and procedures.
• Previous experience working in legal office, hospital, medi-cal and manage care field, government organization, non-profit organization and/or comparable related field in a fast pace environment.

Responsibilities

• Prepare, process, and maintain vendor contracts and amendments in compliance with internal policies and state/federal regulations.
• Track and manage key contract dates, renewals, expirations, and updates using internal systems.
• Review contracts for accuracy, completeness, and compliance prior to finalization and filing.
• Maintain the department’s recordkeeping systems, ensuring documents are stored, indexed, and archived properly for ease of retrieval.
• Ensure all records management practices align with internal policy, HIPAA, DDS guidelines, and CPRA requirements.
• Coordinate and respond to CPRA-related records requests in collaboration with Legal and other departments, ensuring responses are timely, accurate, and properly redacted when necessary.
• Use of software solutions to maintain, redact and respond to requests.
• Support the organization in understanding public access to records and maintain transparency while safeguarding confidential information.
• Assist with audits, internal reviews, and state reporting by organizing and providing contract and record documentation.
• Monitor vendor compliance by tracking licenses, insurance documents, and regulatory certifications.
• Participate in process improvements to strengthen contract and recordkeeping workflows.
• Pull records and responds to subpoenas.
• Other duties as assigned.

Benefits

• 3 weeks paid vacation + 12 sick days
• 14 paid holidays + 3 floating holidays
• Multiple options for medical care (including Kaiser at 100% employer paid for employee)
• Dental and vision plans
• CalPERs Retirement (pension)
• Student Loan Forgiveness
• Flex schedule, if applicable
• Work at Home schedules, if applicable
• Employee Assistance Program, including mental health care

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree