Executive Assistant

Hope Services•San Jose, CA

10d•Onsite

About The Position

Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels. This position provides office management support of assigned department, assures the smooth operation of the support services, handles inquiries, supervises other administrative support operations, and may lead projects. This position handles confidential information and operates as part of the management team.

Requirements

High School diploma, G.E.D. or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.
Valid California Driver's License with clean driving record.
Knowledge of office methods, procedures and equipment.
Ability to train and direct the work of others.
Ability to prepare and deliver presentations.
Ability to prepare accurate accounting of department purchases.
Ability to organize time, set priorities, and complete assignments
Ability to manage multiple tasks in a busy office environment.
Ability to exercise good judgment, self-pace work and direct the work of others.
Knowledge of the industry supported by the program department as assigned.
Experienced and knowledgeable in Windows, Microsoft Office 365: able to use Word, Excel and Access proficiently.
Acts as a mandated abuse reporter

Responsibilities

Supervise the lobby reception, phones and office operations of assigned department.
Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.
Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.
Handles community inquiries, acts as a department liaison.
Administers programs, projects and or processes specific to the assigned department.
Participates in agency wide case review, assuring departmental standards meets funding and State requirements.
Administers and tracks departmental purchasing related to supplies, facilities and operations.
Assists in the new hire process, coordinate training and orientation of new employees.
Assists with the new hire paperwork and process for CES clients and Project SEARCH clients.
Local travel to company sites and other locations for business needs required.
Supervise lobby assistants.
Prepare, monitor and follow up on monthly billing paperwork for all CES departments, trained in IP/group/CAN billing procedures.
Department liaison with the IT department, facilities, accounting, payroll, vehicles and other Hope departments.
Payroll entry for CES clients.
Assist in the CARF process; including updates to the CES procedure manuals.
Monitor, update and maintain the funding authorizations with the Regional Center or Department of Rehabilitation.
Monitor and process the Annuals and semis IHSP meeting and paperwork.
Add, update and maintain client binders and paperwork.
Other duties as assigned to assure efficient program operations.