Administration Program Specialist - Confidential

Job Description

Job Description

Position Title: Administration Program Specialist - Confidential

Salary Range: $2435.76- $3598.74 Bi-weekly; $63,329.76- $93,567.24 Annual

Reports to: Compliance Manager

The Regional Center of the East Bay (RCEB) is one of 21 Regional Centers that are community-based, private non-profit corporations under contract with the California Department of Developmental Services. RCEB provides intake, assessment, diagnosis, and coordinates community-based services for over 25,000 children and adults with developmental disabilities in Alameda and Contra Costa counties.

RCEB envisions a future where persons with developmental disabilities are truly a part of the community. Persons with developmental disabilities receive supports and services they need to succeed. The supports and services change as the need changes.

In our dream, children with developmental disabilities live with families in typical communities. Many choose to attend their neighborhood schools and play with neighborhood friends. Adults with developmental disabilities live in the residence of their choice – with family members, with friends, or with their spouse / significant other. They engage in activities of their choice – work, volunteering, education, training, or leisure. They have meaningful relationships with friends and coworkers and are seen as valuable, contributing members of their communities.

Overview:

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.

Specific Duties :

1. Prepare, process, and maintain vendor contracts and amendments in compliance with internal policies and state/federal regulations.
2. Track and manage key contract dates, renewals, expirations, and updates using internal systems.
3. Review contracts for accuracy, completeness, and compliance prior to finalization and filing.
4. Maintain the department's recordkeeping systems, ensuring documents are stored, indexed, and archived properly for ease of retrieval.
5. Ensure all records management practices align with internal policy, HIPAA, DDS guidelines, and CPRA requirements.
6. 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.
7. Use of software solutions to maintain, redact and respond to requests.
8. Support the organization in understanding public access to records and maintain transparency while safeguarding confidential information.
9. Assist with audits, internal reviews, and state reporting by organizing and providing contract and record documentation.
10. Monitor vendor compliance by tracking licenses, insurance documents, and regulatory certifications.
11. Participate in process improvements to strengthen contract and recordkeeping workflows.
12. Pull records and responds to subpoenas.
13. Other duties as assigned.

Minimum Qualifications:

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

Preferred Qualifications:

1. 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.
2. Familiarity with contract compliance laws and experience supporting or overseeing contracts within large public agencies or complex systems.
3. 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.
4. Comfortable working within structured government environments, with the ability to navigate administrative systems and adhere to established policies and procedures.
5. 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.

Benefits:

At the Regional Center of the Easy Bay, we offer a full spectrum of competitive benefits including:

• 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

* The Public Service Loan Forgiveness program is a federal program that forgives student loan debt for nonprofit employees after 120 qualifying payments. Employees who work at least 30 hours per week for a governmental, 501(c)(3) nonprofit, or other qualifying nonprofit organization may apply to have the balance of their student loans forgiven (tax free) after making 120 monthly payments.

Regional Center of the East Bay (RCEB) does not discriminate against job applicants on account of race, color, creed or religion, national origin including language use restrictions, sex, gender, gender identity or expression, age, sexual orientation, marital status, physical or mental disability, medical condition or HIV/AIDS status, political affiliation, military or veteran status, genetic characteristics, or ancestry.