Client Services Assistant - Early Intervention

North Bay Regional Center•Santa Rosa, CA

8d•$47,268 - $52,104•Onsite

About The Position

At North Bay Regional Center, we believe all people with developmental disabilities should have the same opportunities as are available to all other citizens. As one of the 21 nonprofit Regional Centers throughout California, we offer a comprehensive program supporting the needs of our communities, provided by driven and passionate employees who ensure that we achieve our goals daily. North Bay Regional Center (NBRC) provides advocacy, services, support, and care coordination to children and adults diagnosed with intellectual and developmental disabilities and their families in Napa, Sonoma and Solano counties. We partner with community-based organizations and agencies to empower our clients to thrive and live as independently as possible within the geographically, culturally, and ethnically diverse communities we serve. North Bay Regional Center serves over 12,000 people living within the geographic boundaries of Napa, Sonoma and Solano counties. NBRC is committed to being a culturally and linguistically competent agency, striving to provide the services that our diverse clients and families need in their unique circumstances. Note: Bilingual Spanish/English skills are preferred. DEFINITION: The Client Services Assistant provides administrative support and assistance to Case Management, Clinical, Diversity & Equity, Early Intervention, Resource Development, Emergency Management & Facilities Department, Information Technology (IT), Self-Determination staff and agency departments, as needed. If hired to support NBRC’s Vacaville office, responsibilities also include receiving deliveries, greeting and directing office visitors, contacting appropriate staff for scheduled meetings, and performing other reception duties as needed. NATURE OF WORK: Under the direction of a Supervisor, the Client Services Assistant supplies full office support, establishes and maintains tracking systems; completes forms and documentation; requests information and responds to requests for information; schedules appointments and meetings; word processes documents; enters data into computers; assists clients, families and service providers by telephone or in person and provides back-up of other support staff positions due to vacancy or work overload. EXAMPLES OF WORK: Case Management, Diversity & Equity, Federal Revenue, Quality Assurance, Resource Development, As directed by their supervisor: enters Client Development Evaluation Reports (CDER) into database; makes appointments for other staff members; processes purchase of service documents; provides administrative assistance to the "Officer of the Day"; maintains tracking systems for Title 17 client reviews, Facility Liaison visits, triennial reviews, individual program plans, vendorization; completes tasks related to state and federal requirements, such as Home and Community Based Waiver and Targeted Case Management; completes case transfer tasks such as obtaining the application for services, consents, purchase of service and assembling the chart; completes disposition forms; requests and tracks client data base information; obtains signatures on forms as needed; sends informational packets upon request; maintains system of vendorization and rates; provides regulatory information regarding vendorization; reviews vendor packets; completes filing. May be assigned to specific professionals, phone and receptionist duties, variety of typing/data input, filing, copying, FAX and mail duties.

Requirements

Equivalent to graduation from high school and three years of responsible general clerical or office administrative experience.
OR
Graduation from business school and two years’ experience.
Minimum qualifications may be waived depending on the agency’s need for specialized skills (such as language abilities).
Knowledge of:
Office management practices and procedures, including filing and the operation of standard office equipment.
Proper form for typed materials.
Business arithmetic including percentages and decimals.
Correct English usage including spelling, grammar, and punctuation.
Basic business data processing principles and the use of word processing or personal computing equipment using Microsoft Word.
Basic record-keeping principles and practices.
Must type at a minimum rate of 50 net words per minute from handwritten or printed copy.
Ability to provide personal automobile transportation, or access to another form of reliable transportation, during and after working hours.
If operating own vehicle, provide minimum automobile liability insurance as required by California Law.
Flexibility in work hours is required to meet the needs of the regional center constituency.

Nice To Haves

Fluency in a language in addition to English is desirable and may be required.
Bilingual Spanish/English skills are preferred.

Responsibilities

Organizes and maintains accurate office files.
Composes routine correspondence from written or verbal instructions.
Uses initiative and sound independent judgment within established guidelines.
Operates standard office equipment, including computers, copiers, printers, and multiline telephone systems.
Prioritizes work and coordinates multiple activities.
Understands and complies with verbal and written instructions.
Types accurately at a rate of 50 words per minute from printed copy.
Performs work under stressful conditions, as required.
Performs detailed clerical work accurately.
Interacts tactfully and effectively with those contacted in the course of work.
Adheres to a reliable work schedule, i.e. punctuality in reporting to work, meetings and in using consistent sign-out methods.
Records accurate and timely information on time sheet and mileage forms.
Notifies supervisor of schedule changes, i.e. sick leave, vacation, and floating holiday use.
Communicates effectively in person, on the telephone, and in writing.
Maintains a high level of personal and professional conduct.
Maintains strict confidentiality regarding client information in accordance with agency policy.
Other duties as assigned.