POSITION OVERVIEW:

Greet Clients and answer telephones, including filing medical records. Assumes overall responsibility for managing client registrations, case openings and closing, and the billing process of Developmental Disability (DD) Department. Assumes responsibility for maintaining client charts in a manageable and organized manner, while ensuring that all clients served through the DD Programs. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:

Office Operations:

• Provide day-to-day support for the Administrative Office, including screening and directing calls/visitors, sort/distribute mail, and supervise office volunteers as needed.
• Maintain/trouble-shoot equipment (copier, phones, computers, peripherals), and work with repair/service providers to ensure functional office systems.
• Liaison with program coordinator and/or maintenance vendors, including acting as the point of contact for building alarms and submitting maintenance and cleaning requests.
• Liaison with IT and/or telecommunications vendor to ensure uninterrupted access to technology and communication tools, including copy machines.

• Ensure building access to staff, vendors, and approved program partners.
• Coordinate and maintain shared space, including the conference rooms.
• Order and maintain inventory of supplies for the office, workshops, and special events on a regular basis and as-needed in emergency situations.
• Communicate office closures, reservation conflicts, IT and/or telephone interruptions, and other special circumstances to staff in a timely manner.
  • Regularly communicate challenges or concerns to agency Operations and affected Program leadership staff.
• Lead on the implementation of safety-related policies.
• Keep front office space and reception area presentable and welcoming for visitors.
• Check and distribute mail, faxes, packages and voice messages.
• Maintain ink and toner for printers and photocopiers.

Program Statistics Management

• Coordinate with Program Director and staff to collect and track client data and program statistics, including data entry and reporting in DD database (SANDIS).
• Produce and verify accuracy of all required DD reports, including monthly, quarterly, annual, and other time periods, as needed, for grant or contract reporting and compliance.
• Prepare and submit monthly invoices/reports as assigned.

Property Management Administration

• Proactively maintains highly organized filing system; files payroll paperwork, reimbursements, and other financial records.
• Enters Maintenance Requests into spreadsheet and coordinates needs with appropriate staff.
• Completes and posts appropriate notices (i.e. 3 Day and Notice to enter for maintenance/repair) to tenants at assigned sites.
• Follow compliance guidelines in line with contractual obligations according to Finance Manager.

Administrative Support to DD Program Director

• Support program-specific data-entry.
• Update and maintain program documents, templates, flyers, calendars, appointments and information.
• In collaboration with the Program Director, work with printing vendors to maintain a supply of outreach materials.
• Order and maintain inventory of support services to meet client needs.
• Coordinate training scheduling and registration for DD staff.
• Complete minutes for team meetings, and partner/community meetings as needed.

Administrative Support to the Finance Team

• Prepare and submit monthly billing/reports as assigned.
• Supports large projects of La Familia’s Finance/Administration teams, including preparing for audits.

Special Projects/Other:

• Participates in La Familia cross-department team meetings or events as assigned.
• Collaborates on special projects related to agency objective, including special event planning.

Other

• Attend trainings and participate in events relevant to key responsibilities
• Track and regularly report on key metrics for responsible function areas
• Leads and collaborate on special projects related to agency objectives as appropriate

QUALIFICATIONS & EXPERIENCE:

• High School Diploma or equivalent.
• Bilingual in Spanish and English (ability to read and write fluently in both languages) required.
• Knowledge of and 2 -years’ experience acting in a lead role for program logistics related to facilities.
• Experience with data entry and analysis.
• Maintains a strong attention to detail, with excellent organizational skills.
• Ability to maintain client confidentiality.
• Ability to work well independently in a fast paced environment
• Experience working with adults of diverse backgrounds a plus
• Non-Profit and Community Based Organization experience highly desirable.
• Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
• Thinks independently and can make informed decisions when needed.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
• Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
• Valid CA Driver’s license
• • Auto insurance: Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.
• Current state-mandated guidelines requires employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law. Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances.

BENEFITS:

• Excellent Health benefits package for you and your family including:
  • Medical/dental/vision benefits with 95% employee & 80% dependent employer premium contribution and employer paid life insurance.
• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support yours and your family’s wellbeing and finances
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development
• License and Certification renewals reimbursed