Executive Assistant II #2121

Job Summary: Under supervision of the Chief Financial Officer (CFO), will perform person centered administrative, project management, and a wide variety of high-level support services primarily to the CFO and the Department of Finance and Administration (DOFA) and also to the Executive Office and Board of Directors. Uses acquired understanding of the organization and regional center system to effectively perform duties. Demonstrated ability to diplomatically handle highly confidential and technical material. Ability to effectively interact with all levels of employees, board members, and the public. Exercises sound judgment in matters involving major organizational decisions and future plans.

Will plan, organize, and carry out own work with minimal direction.

Reports To: Chief Financial Officer

Primary Functions

• Assist CFO daily: receive and return phone calls and handle as appropriate; scan and mail letters and other documents; coordinate and schedule appointments and meetings; maintain CFO’s calendar; receive daily mail, sort and distribute properly; make copies of and/or scan financial statements, handouts and other documents.
• Assist with coordinating and preparation for all Board meetings and Board committee meetings. Prepare and edit minutes for the Administrative Committee, and provide all CFO handouts for the Board meetings, Administrative Committee and Vendor Advisory
  
  

Committee meetings.

• Coordinate the Board Audit Committee, Post-Retirement Health Trust Sub-Committee, to include developing agenda, working with chairperson to approve agenda and minutes, taking minutes during meetings and distributing to members, sending and managing related communications, keeping log of action items and following up with responsible parties, providing handouts, coordinating guest speakers and audio/visual or webinar requirements, and room set up/clean up.
• Make travel arrangements through R&D Transportation for board members who are people served by the regional center.
• Assist with coordination and preparation for all Directors’ Staff and Town meetings. Communicate with Directors, Assistant Directors and Managers in local offices for staff meetings and vendors and community members for town meetings.
• Assist Executive Assistant to the Executive Director with performing a variety of confidential administrative support duties for the Executive Director such as coordinating meetings and travel, and corresponding with staff, DDS, community agencies, persons served and families.
• Provide information to the public in response to inquiries in accordance with the TCADD Board’s California Public Records Act Policy to CFO and to the Executive Director, as required. Acts as liaison with CFO contacts and Executive Director contacts, as needed. Determines which questions or problems to route to the appropriate staff to assure resolution of issues in a timely manner.
• Assist the Executive Director and Executive Assistant with various complaints, including responses, delegation to appropriate Director(s)/Assistant Director(s), maintaining log, following up and providing status report to Executive Director.
• Assist the CFO and Executive Director with administrative tasks related to legal matters including correspondence and communication with attorneys; reproduction of documents; review, approval and reconciliation of legal invoices; contract administration; coordination with TCRC’s Records Supervisor; notary services; and legal filings.
• Manage monthly credit card statements for all TCRC credit card holders and collect receipts. Follow up timely to ensure receipts or adequate documentation are received. Work with OPS Accounting Associate and Facilities and Purchasing Manager to reconcile invoices and receipts for accuracy.
• Process new contracts, amendments, renewals, extensions and cover letters with CFO direction. Obtain signatures and distribute to contractor with copies to appropriate managers. Interface with contractors on contract status as necessary. Maintain contract database and contract filing system. Obtain Conflict of Interest statements and Business Associate Agreements from OPS contractors.
• Assist CFO and Controller with coordination and preparation activities for the CPA annual financial audit and the bi-annual DDS fiscal audit. Act as a liaison for the auditors. Process audit letters and other audit documents requiring signatures.
• Assist with completion of insurance applications, interface with insurance brokers and coordinate meetings. Keep insurance files up to date and organized. Request and distribute certificates of insurance.
• Interface with Department of Developmental Services (DDS) on a variety of issues for CFO and Executive Director including but not limited to requests for information, coordinating meetings, providing responses or information. Main contact with DDS contracts administration staff for all DDS/TCRC contracts and amendments. Communicate with the Board President, obtain his/her signature on DDS contracts and amendments, send signed copies to DDS and maintain copies in DDS contract files.
• Work with the CFO and Controller to obtain required signatures from board members, executive staff and DDS on bank signature cards, credit line agreements and other bank documents.
• Manage the annual POS statement mailing, working with the CFO, IS staff, printer, mailing company, and support staff. Provide follow up activities related to returned mail, change of addresses, and questions.
• Plan, schedule and coordinate DOFA group meetings, retreats and other events with CFO and other DOFA managers. Prepare and distribute agendas, provide handouts, set up room, coordinate and communicate with speakers, take minutes, coordinate with personnel at offsite venues, order/pick up/layout refreshments, etc.
• Participate in ongoing DOFA manager meetings, take notes and keep a log of action items.
• Fill in for Executive Assistant to Executive Director during vacations, absences and on other occasions as the need arises.
• Organize and maintain files regularly for CFO in compliance with established procedures and standards to ensure completeness, confidentiality, and easy retrieval.Prepare accounting files for scanning; scan documents into databases; archive and purge files according to established policies and procedures.
• Make travel arrangements for CFO and DOFA staff, as needed. May assist other Directors with travel arrangements on occasion.
• Compose correspondence, memorandums, electronic mail and other documents.
• Develop and maintain documents, spreadsheets and other reports.
• Update and distribute lists, rosters and other information documents as needed.
• Assist with writing and revising various policies, procedures, plans and processes, including keeping a job notebook for the Executive Assistant updated.
• May include occasional evening or weekend work.
• Special projects and additional duties as assigned.
  
  

Skill Requirements

• Prioritizes tasks and meets deadlines with minimal supervision.
• Experience taking minutes, scheduling appointments and meetings and making travel arrangements.
• Excellent interpersonal and customer service skills. Positive and responsive attitude. Problem solver and works to identify positive solutions. Presents themselves in a professional manner at all times.
• Excellent organizational and planning skills with attention to detail.
• Demonstrates assertiveness and takes the lead in crisis situations.
• Communicates with respect. Adjusts communication to level of audience. Communicates openly and directly. Responds in a timely professional manner.
• Understands authority and who needs to be involved in decision making; seeks appropriate approvals.
• Demonstrates strong interpersonal skills, engaging effectively with diverse individuals and teams while promoting cooperative, solution-oriented outcomes.
• Ability to work efficiently and handle multiple projects and tasks concurrently.
• Thinks ahead, minimizing potential problems. Proactive in identifying areas to improve.
• Ability to accurately review invoices to ensure correct billing.
• Ability to handle highly confidential and technical material and maintains utmost confidentiality of information.
• Takes initiative to learn new systems and stay current in area of expertise.
  
  

Minimum Qualifications

• Proficient with MS Office, collaborative platforms and computerized accounting systems.
• Familiar working with financial reports, contracts, insurance and legal documents.
• Knowledge of current standard office methods, procedures, practices, equipment.
• Excellent business correspondence and customer service skills.
• High school graduate with at least 2 years of college level courses or AA degree. BA/BS preferred.
• Five years relevant work experience including increasingly responsible executive or high-level administrative duties and support.
• Prior experience supporting or working directly with a Board of Directors
  
  

Physical Requirements

Position requires the ability to work independently. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. This is primarily a sedentary office classification. The position also requires grasping, repetitive hand movement, finger dexterity and fine coordination in preparing statistical reports and data using a computer keyboard and calculator. Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer. Hearing and speech are required to

communicate in person, before groups and over the telephone.

Employees must possess the ability to lift, carry, push and pull materials and objects necessary to perform job functions. The employee must frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. The position requires standing, walking, reaching, twisting, turning,

kneeling, bending, squatting, and stooping in the performance of daily office activities. Work is performed in an office setting with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Employees may encounter upset individuals over the phone and/or in person. Each of these physical tasks is an essential function of the position.

Classification: Full-Time, Exempt Salary, Confidential

Starting Pay Range: $80,236.12 - $89,864.45 Annually (Full scale: $80,236.12 - $115,596.17)

Job Location: Santa Barbara