Full Time Bilingual Secretary

Job Summary

Perform extensive range of secretarial support duties for team members in our San Luis Obispo office, including service coordination, medical, psychological, and management staff. Must be able to work independently and as part of a team.

Primary Functions

Support Manager of Services and Supports as needed

Assist point person on Exception process as needed

Generate reports, correspondence, documents, and memoranda as needed for team

Process Early Start denials/accept letters and Age 3 denial/accepts letters in a 2 day turnaround time from date of receipt (Early Start)

Sandis changes as needed (demographic updates, change case file, closed, inactive & updating reports/contact history).

Type letters as needed

Assist point person in distribution for incoming and outgoing mail as necessary

Printing of RC note on date of birth for persons served (exception –closed/inactive/transfer or deceased)

Processing of 3770 and CDER’s as needed

General office - photocopy, fax, scan, mail documents as needed for team

Create tables, forms – OD (officer of the day) schedule, sign out books, schedule for team and any other tables and/or forms needed by team

Gather data, compile reports, and prepare person served files as needed for team audits i.e. DDS, Peer audit reviews, etc.

Transcription of phone messages when necessary

Preparation of referral packets for team as necessary

Filing for 3 service coordinator on a monthly basis (SC’s to batch)

Relieve and/or rotate on switchboard and perform reception duties as needed

Schedule appointments and meetings for team department

Organize and maintain archive filing as necessary for team

Update information, lists, reports, contracts as needed for team

Request of medical records - 2 day turnaround time from date received

Maintain copier and fax machines with proper supplies, paper, ink etc.

Prepare closure, transfer, inactive, multi-volume & decease files accordingly

Travel to other offices as necessary

Assist as back up to point person in maintaining office supplies, agency forms and information as needed

Assist as backup to point person with facility issues such as building repair or service calls to vendors

Take minutes at team meetings as necessary & distribute to teams

May assist with planning and implementing special functions and training sessions for team needs

Additional or different functions may be assigned as needed

Skill Requirements

Able to prioritize work and meet deadlines

Knowledge of medical/psychological terminology (preferred)

Communication skills

Appointment scheduling experience

Maintain confidentiality

Problem-solving skills

Interpersonal skills

Strong time management skills

Organizational skills

Prompt follow-upAble to work with minimal supervision

Customer service oriented

Attention to detail

Tact, initiative, discretion, good judgment

Able to read, speak and write English and Spanish fluently

Minimum Qualifications

Proficient computer skills – Excel & Word (Power Point desired)

Ability to type minimum of 45 WPM

Knowledge of correct grammar and punctuation (test will be administered)

Knowledge of office methods, procedures, practices, equipment

High school graduate

Five years relevant experience

Excellent telephone skills

Transcription skills desired

May be required to know or learn technical terminology and spreadsheet program

Bilingual ability (Spanish/English)

Physical Requirements

Adequate manual dexterity and coordination for operation of a computer and other standard office equipment is required for this position. The ability to sit at a workstation for long periods of time, the ability to read, write and comprehend large amounts of written material such as reports and regulations, use the telephone, and communicate via electronic mail are all required on a daily basis. The ability to travel to another work-site location is occasionally required. The ability to stand, sit or walk for moderate distances on uneven terrain is also required on a daily basis. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel and operate objects, tools, or control and reach with hands and arms. The employee frequently is required to stand, sit, walk, push, pull, kneel, stoop, bend, and squat. The employee must frequently lift and/or move up to 10 lbs and infrequently up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Each of these physical tasks is an essential function of the position.

Benefits

Health insurance

Paid time off

Dental insurance

Vision insurance

Life insurance

Retirement plan

Referral program

Flexible spending account

Employee assistance program

LCSW Supervision hours program

Classification: Full-time, Bargaining, Non-exempt, TEMP TO HIRE

Starting Salary: $22.78 hourly (full range $22.78 - $28.50 hourly)

Location: Oxnard

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