Department Assistant

Responsible for supporting the work of the Director of Intake and Clinical Services.

Providing direction to the department Team Assistants in coordination with the supervising Manager.

Performs a wide variety of administrative duties in support of the department.

Developing and maintaining systems for staff to work efficiently. 

ESSENTIAL DUTIES

Incumbent may perform any or all of the following, depending on specific department or assignments:

1. Organizes, assigns and tracks the department’s workflow to ensure work timelines/deadlines are accomplished to meet schedules.
2. Gathers and analyzes data and prepares various statistical reports (e.g., incoming and outgoing records, demographic data, etc.); reviews reports for accuracy, data integrity and to identify and resolve problems.
3. May prepare data for transferring cases within the Regional Center system; requests copy of client record to be made; follows up to ensure completion and distribution as needed. 
4. Responds to inquiries from staff, service providers, individuals and families served, and others; researches and resolves complex problems that were not resolved at staff level.
5. May serve as the key contact for Department of Development Services on statewide reports.
6. Ensures accurate and complete processing of vendor information and documents to meet contractual requirements; updates service provider files as required; and coordinates with other regional centers on service provider information as necessary.   
7. Manages special projects as assigned.
8. Provides direction to clerical staff (from four to ten).  This includes:

• Training team assistants.
• Distributing/assigning work to staff; following up on work assignments to ensure accuracy and completeness.

• Scheduling time off and arranging for coverage for those absences

• Assisting staff to research and resolve documentation problems.

• Participate in the interview process for new employees.

• Providing cross-training and other learning opportunities within the department.

• Models appropriate skills and behaviors for clients and staff; ensures all employees model Regional Center values.

9. Participates in meetings – Department level, include trainings and board committee meetings, rooms, materials, audio/visual, etc.

10. Provides leadership to team spirit activities including arranging, planning and participating in Department activities and events and Center-wide events and coordinating celebrations and other occasions. 

11. Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.

12. Provides back up for each other, Executive Office and Team Assistants.

SECONDARY DUTIES

Performs related duties as required.

ENVIRONMENT/PHYSICAL ACTIVITY

The incumbent is in a non-confined office-type setting in which they are free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. In the course of performing this work, the incumbent:

Will spend time sitting, utilizing the computer.

Will spend time standing/walking throughout the facilities.

May lift up to 15 lbs. periodically.  If more, the incumbent must request assistance.

May stoop or stretch to access file cabinets, shelves.

The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.

The incumbent must be able to perform this job safely, without endangering their health and safety or that of others.  Individuals with disabilities that may impact their ability to perform these duties are encouraged to meet with Human Resources to discuss options for accommodation. 

Computer software may include any or all of the following:

Microsoft Office including Word, Excel, PowerPoint, Outlook, Teams

Laserfiche

VirtualCHART

Sandis Data Retrieval System

Scheduling Software

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job.  Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

• Working knowledge of client documentation methods and practices, typically the result of one or more years of experience in similar positions or demonstrated proficiency in managing large databases.
• Coaching skills to assist others to improve performance
• Accurate skills in Microsoft Office including Word, Excel and Outlook, plus LaserFiche, VirtualCHART and Sandis
• Ability to type 40 wpm
• Working knowledge of contemporary office methods
• Math skills sufficient to calculate/balance numerical data
• Strong work organization skills to meet deadlines
• Ability to research and resolve complex problems
• Ability to interpret complex written material
• Ability to work effectively with people of diverse cultures, ages and backgrounds
• Effective written communications skills sufficient to draft correspondence and emails
• Effective verbal communication skills including giving presentations and training others
• Bilingual- Spanish written and verbal skills preferred
• Current California driver license, State-required insurance and a driving record acceptable to the Agency’s insurance carrier, when using personal vehicle on Center business.

Typically, these skills and experience result from completion of courses in business, supervision and database management, and several years of increasingly responsible positions in a similar business environment. Completion of an associate’s degree or higher is preferred. 

Starting Salary Range: $51,438-$57,242

Equal Opportunity Employer

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