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; 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 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 duties is required. Adequate manual dexterity and coordination for 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 of deadlines and a fast-paced environment and to cope with complex and often stressful situations. About Redwood Coast Regional Center: 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.
