Administrative Assistant

Redwood Coast Regional•Ukiah, CA

4d•$44,748 - $62,976•Onsite

About The Position

The Administrative Assistant to the Director of Client Services performs a variety of duties including managing confidential information, supporting the Self Determination Program (SDP) local advisory committee, operating data and word processing software, and assisting with reporting and system maintenance. This role involves providing administrative support for tasks such as meeting arrangements, travel, and supplies. The assistant will also be responsible for note-taking at meetings, publishing professional documents, and creating presentations. Back-up coverage responsibilities include ensuring due process for clients, managing client case transfers, and maintaining client master files. The position requires a strong understanding of confidentiality policies, discretion, and professionalism, particularly in coordinating hiring processes with Human Resources. Electronic document management and other assigned duties are also part of the role.

Requirements

Completion of an Associate Degree, or five years of related experience may be substituted.
Four years of related experience working in a highly progressive administrative assistant environment.
Knowledge of office methods, practices, and equipment.
Knowledge of computers, including use of word processing and data base software.
Excellent interpersonal, written, and verbal skills.
Ability to work professionally, confidentially, and effectively with others and maintain good working relationships.
Excellent skills in establishing priorities and meeting deadlines.
Ability to complete reports, letters, memos, and other professional correspondence with clarity and a high level of accuracy and professionalism.
Excellent team building skills.
Attention to detail and strong critical thinking skills.
Ability to work under deadline pressure within a fast-paced environment and cope with complex and potentially stressful situations.
Minimum typing speed of 55 wpm with typing certificate required.
Travel is required for this position.
Reliable transportation, a valid California Driver’s License and vehicle insurance, or the ability to obtain independent transportation.
Extensive sitting in office settings for meetings and for travel.
Frequent walking and standing.
Occasional lifting of up to 35 pounds.
Occasional bending, stooping, reaching, and stretching.
Adequate manual dexterity and coordination for operation of automobile, computer, and other standard office equipment.
Ability to perform duties with reasonable accommodation(s).

Nice To Haves

Experience with SANDIS client data module.
Experience creating excel statistical reports.
Experience with Agency’s Learning Management System (LMS).
Experience with page layout and graphics software.
Experience creating professional power-point presentations.

Responsibilities

Working with confidential client information, audit-related monitoring, reporting, and compliance follow-up.
Handling confidential and sensitive notification of Missing Persons.
Oversight and completion of special assignments.
Providing support to and on behalf of the Self Determination Program (SDP) local advisory committee.
Operating data and/or word processing software programs and other automated office systems, including SANDIS client data module, performing SANDIS queries, and creating excel statistical reports.
Assisting in the tracking and reporting of the tri-annual Case Management Time Study report.
Maintaining, updating, and launching the Agency’s Learning Management System (LMS).
Participating in the Statewide Training and Information Group (TIG) and assisting in the training of service coordinators through the LMS system.
Providing administrative support with meeting arrangements, notifications, mailings, and business travel arrangements.
Arranging for and taking notes at identified meetings or events, and editing, publishing, and distributing those notes.
Assisting with the publication of professional documents such as flyers, brochures, booklets, and manuals using page layout and graphics software.
Creating professional power-point presentations.
Ensuring persons served receive timely due process through the fair hearing process.
Assisting with the successful transfer in and transfer out of client cases.
Ensuring the client master file (CMF) is accurate before a transfer occurs.
Maintaining proper, timely, and professional communication with other statewide transfer coordinators.
Demonstrating professional knowledge of confidentiality policies and practices.
Handling sensitive information and work issues with a high level of discretion and professionalism.
Coordinating hiring processes with Human Resources, assisting in recruitment efforts, interview scheduling, and hiring documentation and reports.
Managing electronic documents, information storage, filing, and retrieval.
Performing other duties as assigned.