Program Data Administration Specialist

Except in the case of an undue hardship, La Familia provides reasonable accommodations to persons with disabilities when the accommodations are necessary to enable the persons to perform the essential functions of the job. The Agency also provides reasonable accommodations when necessary based on religious needs. Individuals requiring workplace accommodations must discuss their needs with La Familia Human Resources. Individuals seeking accommodations for disabilities are typically required to provide medical documentation supporting the existence of a disability, the need for the accommodation, and what workplace modifications will enable the employee to perform the essential functions of the job.

POSITION OVERVIEW:

Greet Clients and answer telephones, including filing medical records. Assumes overall responsibility for managing client registrations, case openings and closing, and the billing process of Developmental Disability (DD) Department. Assumes responsibility for maintaining client charts in a manageable and organized manner, while ensuring that all clients served through the DD Programs. This role will uphold and champion the agency's mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:


Office Operations:

• Provide day-to-day support for the Administrative Office, including screening and directing calls/visitors, sort/distribute mail, and supervise office volunteers as needed.
• Maintain/trouble-shoot equipment (copier, phones, computers, peripherals), and work with repair/service providers to ensure functional office systems.
• Liaison with program coordinator and/or maintenance vendors, including acting as the point of contact for building alarms and submitting maintenance and cleaning requests.
• Liaison with IT and/or telecommunications vendor to ensure uninterrupted access to technology and communication tools, including copy machines.

• Ensure building access to staff, vendors, and approved program partners.
• Coordinate and maintain shared space, including the conference rooms.
• Order and maintain inventory of supplies for the office, workshops, and special events on a regular basis and as-needed in emergency situations.
• Communicate office closures, reservation conflicts, IT and/or telephone interruptions, and other special circumstances to staff in a timely manner.
• Regularly communicate challenges or concerns to agency Operations and affected Program leadership staff.
• Lead on the implementation of safety-related policies.
• Keep front office space and reception area presentable and welcoming for visitors.
• Check and distribute mail, faxes, packages and voice messages.
• Maintain ink and toner for printers and photocopiers.

Program Statistics Management

• Coordinate with Program Director and staff to collect and track client data and program statistics, including data entry and reporting in DD database (SANDIS).
• Produce and verify accuracy of all required DD reports, including monthly, quarterly, annual, and other time periods, as needed, for grant or contract reporting and compliance.
• Prepare and submit monthly invoices/reports as assigned.

Property Management Administration

• Proactively maintains highly organized filing system; files payroll paperwork, reimbursements, and other financial records.
• Enters Maintenance Requests into spreadsheet and coordinates needs with appropriate staff.
• Completes and posts appropriate notices (i.e. 3 Day and Notice to enter for maintenance/repair) to tenants at assigned sites.
• Follow compliance guidelines in line with contractual obligations according to Finance Manager.

Administrative Support to DD Program Director

• Support program-specific data-entry.
• Update and maintain program documents, templates, flyers, calendars, appointments and information.
• In collaboration with the Program Director, work with printing vendors to maintain a supply of outreach materials.
• Order and maintain inventory of support services to meet client needs.
• Coordinate training scheduling and registration for DD staff.
• Complete minutes for team meetings, and partner/community meetings as needed.

Administrative Support to the Finance Team

• Prepare and submit monthly billing/reports as assigned.
• Supports large projects of La Familia's Finance/Administration teams, including preparing for audits.

Special Projects/Other:

• Participates in La Familia cross-department team meetings or events as assigned.
• Collaborates on special projects related to agency objective, including special event planning.

Other

• Other duties as assigned by supervisor
• Attend trainings and participate in events relevant to key responsibilities
• Track and regularly report on key metrics for responsible function areas
• Leads and collaborate on special projects related to agency objectives as appropriate

CORE COMPETENCIES:

Leading the self:

• Demonstrates ethics and integrity
• Displays drive and purpose
• Manages self and adapts to change
• Exhibiting leadership stature
• Practice self-awareness and continuous learning

INCLUSION, RESPECT, AND COLLABORATION:

• Practices cultural humility and cultural responsiveness when engaging with individuals from diverse backgrounds and life experiences, while practicing appropriate boundaries.
• Develop relationships with their teams and across the organization to foster cultural humility and cultural responsiveness, teamwork, and collaboration, ensuring positive outcomes for the organization both internally and externally.
• Utilize effective communication skills to listen and respond with empathy, while adopting a proactive and collaborative approach to drive innovative change. This approach should be sensitive to the organization's culture and its role within the community.

QUALIFICATIONS & EXPERIENCE:

• High School Diploma or equivalent.
• Bilingual in Spanish and English (ability to read and write fluently in both languages) required.
• Knowledge of and 2+-years' experience acting in a lead role for program logistics related to facilities.
• Experience with data entry and analysis.
• Maintains a strong attention to detail, with excellent organizational skills.
• Ability to maintain client confidentiality.
• Ability to work well independently in a fast paced environment
• Experience working with adults of diverse backgrounds a plus
• Experience in non-profit and community-based organizations preferred.
• Demonstrates and models excellent "customer service" orientation and ability to work with diverse populations.
• Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
• Proficient in MS Office and Google Workspace products.
• Valid CA Driver's license required.
  • Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.

OTHER RESPONSIBILITIES:

• Demonstrates cultural awareness and provides respectful, client-centered care.
• Maintains knowledge of community resources for client referrals
• Attend work regularly, adhering to policies on absences and tardiness.
• Understands and applies legal requirements, including confidentiality and risk management.

Timekeeping & Attendance Responsibilities

• Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
• Take all required meal and rest breaks in compliance with state, federal, and agency policies.
• Review and submit timesheets by established deadlines to ensure timely payroll processing.
• Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
• Maintain consistent and reliable attendance to support team and program operations.
• Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
• Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.

TEAM COMMITMENT:

• Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
• Accepts accountability and constructive feedback.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
• Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.

WORKING CONDITIONS and JOB SETTING:

• Ability to occasionally or frequently stand, walk, sit, and reach with hands and arms above the shoulders
• While performing the duties of this job, the employee is routinely required to sit, walk, talk, and hear, use hands to keyboard, fingers, handle, and feel, stoop, kneel, crouch, twist, crawl, reach, and stretch.
• The employee is occasionally required to move around the office
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• May require travel, dependent on agency needs
• Can work under deadlines
• Performing general physical activities such as picking up, moving, and using objects, tools, or controls
• The noise level in the work environment is usually low to moderate.

Physical Requirements

• Ability to safely operate a motor vehicle
• Ability to push, pull, and lift up to 50 pounds frequently.
• Ability to stand and move from one location to another daily.
• Ability to sit for prolonged periods of time
• Ability to visually focus on near and far items, and to be able to switch between them.
• Ability to reliably report to work on time and perform the position's required tasks as scheduled
• Ability to grasp and carry items
• Ability to hear and effectively communicate with co-workers, clients, and the public
• Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
• Ability to process information and data for use within the organization

BENEFITS:

• Excellent Health benefits package for you and your family, including:
  • Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer-paid life insurance.
• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support you and your family's well-being and finances
• Pet Plan Benefit:
  • PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
  • La Familia understands the importance of work-life balance! Our therapists enjoy flexible scheduling options, including hybrid work arrangements, to ensure high-quality client care while maintaining their well-being.
• License and Certification renewals reimbursed.
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development
  • We believe in growing together. As a team member, you'll have access to structured mentorship and ongoing training. Whether you're pursuing licensure or looking to specialize in clinical psychology, we support your growth every step of the way.