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 that 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 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, and supplies acquisition;

arranging for and directly taking notes at identified meetings or events and editing, publishing, and distributing those notes

Assisting with the publication of professional documents such as flyers, brochures, booklets, and manuals using page layout and graphics software;

and creating professional PowerPoint presentations.

• Providing administrative assistance with the management of tasks such as meeting arrangements, notifications, mailings, business travel arrangements, supplies acquisition, and special projects;
• Oversees phone messages to the 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 database, 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, workflow 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;
• additional education and / or training related to computer use, computer software applications, and management skills is desired.

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 the use of word processing, spreadsheets, and database 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.
• The position requires reliable transportation, a valid California driver’ 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 duties is required.
• Adequate manual dexterity and coordination for the operation of an automobile, computer, and other standard office equipment is required for this position.
• Hearing and vision corrected to normal range. Any of the above with reasonable accommodation.
• This position requires the ability to work under pressure deadlines and a fast-paced environment and to cope with complex and often stressful situations.

Redwood Coast Regional Center is one of 21 regional centers that have been established throughout California. Regional centers came into being through State legislation, sponsored by Assemblyman Frank D.

Lanterman and others, in answer to the needs of people with developmental disabilities and their families. Regional centers are legislatively mandated, are voluntary, and are available throughout an individual’s lifetime.

Regional centers also provide services to prevent or lessen the impact of developmental disabilities.

Last updated : 2024-05-16