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Administrative Assistant

4 months ago

Ukiah, United States Redwood Coast Regional Center Full time

**Summary of Position**
- The Administrative Assistant to the Director of Client Services is responsible for providing high-level administrative support to the Client Services team under the direction of the Director of Client Services.

**Responsible to: Director of Client Services**

***

**Duties**:
Administrative Support to Director of Client Services
- 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
- 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.
- Providing 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
- Assisting 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.
- Providing administrative assistance with management of tasks such as meeting arrangements, notifications, mailings, business travel arrangements, supplies acquisition, and special projects;
- Oversees phone messages to Director and ensures timely forwarding;
- Responds to selected messages where appropriate or requested;
- Reviews all incoming mail for Director on a daily basis and sorts, organizes, copies, forwards, and (where applicable) responds to mail;
- Serves as central coordinator for schedules of all members of the Department;
- Responsible to assist with project management tasks;
- Demonstrates proficiency in computer use, including data base, page layout, spreadsheets, word processing software; and computer programs and information systems required including but not limited to ADP, Microsoft Outlook, Zoom, Microsoft Word, PowerPoint program and Abode Pro;
- Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills;
- Able to handle sensitive information or work issues with a high level of discretion and professionalism;
- Assists in the development of organizational practices for department staff, including scheduling, response systems, accessibility, work flow systems, filing, electronic document management, and information storage and retrieval;
- Provides information to staff and community members upon request; and
- Assists with any and all special projects as directed.

**Minimum Employment Standards**

Education
- Graduation from high school or G.E.D. is required;

Experience
- Five years of related experience which includes two years in an elevated capacity or in a position responsible for complex office procedures requiring independent responsibility.
- An Associate’s or Bachelor’s degree may be substituted for one year of experience.

Knowledge and Abilities:

- Knowledge of office methods, practices and equipment;
- knowledge of computers, including use of word processing, spreadsheets, and data base software;
- excellent skills in working professionally and effectively with others and maintaining good working relationships; excellent skills in establishing priorities and meeting deadlines;
- able to complete reports, letters, memos, and other professional correspondence;
- excellent team skills; excellent verbal and written communication skills;
- Proficiency with social media platforms, including Instagram, YouTube, Facebook, TikTok, Twitter, etc.; high level of creativity, with the ability to strategize content, concepts and campaigns; ability to appropriately manage and respond to sensitive information on social media.
- Minimum typing speed of 55 wpm with Typing Certificate required.

Travel and other Requirements
- Travel, which may include infrequent overnight trips, is required for this position.
- Position requires reliable transportation, valid California Drivers’ License and minimum vehicle insurance as per the requirements of the State of California or the ability to obtain independent transportation.
- This position requires extensive sitting in office settings, for meetings and travel.
- Frequent walking, standing, and occasional lifting of up to 30 lbs with occasional bending, stooping, reaching and stretching to complete work dut