Administrative Assistant

Job Description

Job Description

I.   Position Title: Administrative Assistant to the Director of Client Services 

II. Job Description and Duties:

The Administrative Assistant to the Director of Client Services performs the following duties, including but not limited to: Working with information which must be maintained as confidential, including client information, audit related monitoring, reporting, and compliance follow-up;  responsible for 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; the operation of data and/or word processing software programs and other automated office systems, including but not limited to SANDIS client data module, performing SANDIS queries, creating excel statistical reports; assist in the tracking and reporting of the tri-annual Case Management Time Study report; maintaining and updating and launching the Agency’s Learning Management System (LMS); participation in the Statewide Training and Information Group (TIG), along with assisting in the training of service coordinators, through the LMS system, 4 county wide.  

The Administrative Assistant will also provide administrative support with the management of tasks such as meeting arrangements, notifications, mailings, business travel arrangements, supplies acquisition; arranges for and directly take notes at identified meetings or events and edit, publish, and distribute those notes; assist with the publication of professional documents such as flyers, brochures, booklets, and manuals using page layout and graphics software; and create professional power-point presentations.

The Administrative Assistant will have a variety of back-up coverage responsibilities, including but not limited to, ensuring that persons served by Redwood Coast Regional Center receive timely, legally mandated 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, and that proper, timely, and professional communication is maintained with other statewide transfer coordinators. 

In addition, the Administrative Assistant to the Director of Client Services shall demonstrate professional knowledge of confidentiality policies and practices; will be able to handle sensitive information and work issues with a high level of discretion and professionalism, including the coordination of hiring processes with Human Resources, assisting the Directors in recruitment efforts, interview scheduling, and hiring documentation and reports; electronic document management, information storage, filing, and retrieval will also be required, along with other duties as assigned.

III.    Minimum Employment Standards:

A.    Education:

Completion of an Associate Degree. Five years of related experience working in a highly progressive administrative assistant environment may be substituted for the educational requirement.

B.    Experience:

Four years of related experience working in a highly progressive administrative assistant environment is required. 

C.    Knowledge and Abilities:

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; working professionally, confidentially, and effectively with others and maintaining good working relationships is essential; 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; and excellent team building skills. Attention to detail and strong, critical thinking skills are a must, along with the ability to work under deadline pressure within a fast-paced environment and, at times, cope with complex and potentially stressful situations. Minimum typing speed of 55 wpm with typing certificate required.

D.    Travel Requirements:

Travel, which may include infrequent overnight trips, is required for this position. Position requires reliable transportation, a valid California Driver’s License and vehicle insurance, as per the minimum requirements of the State of California or the ability to obtain independent transportation.

E.    Other Requirements:

Extensive sitting in office settings for meetings and for travel; frequent walking and standing, and occasional lifting of up to 35 pounds with occasional bending, stooping, reaching and stretching to complete work duties; adequate manual dexterity and coordination for operation of automobile, computer and other standard office equipment. Performance of the above, with reasonable accommodation(s).

IV.    Supervision:

This position is supervised by the Director of Client Services