Job description

General Summary:

This position provides administrative support to the Program Director and managerial staff to facilitate the efficient operation of the business. The administrative support provided includes data gathering, report formatting, filing Individuals’ folders, and mailing required documents to Individuals’ families and agencies. This position is committed to the company’s mission, goals, and values and as such promotes good customer relations (whether internal or external), enhances the overall image of the company, and cultivates a professional and positive office environment by example.

Essential Functions:

Responds to a wide variety of calls and inquiries from the public and internally for the purpose of providing information, resolving problems, and/or referring to appropriate team members.

Performs general administrative duties to include:

1. Receives/distributes/mails company correspondence

2. Organizes and maintains electronic files

3. Coordinates meetings and the Program Director’s calendars. Maintains administrative and staff files including training attendance, certifications, and regulatory acknowledged documents in compliance with all relevant agencies’ requirements

4. Maintains P & I (Personal & Incidentals) accounts for the Individuals served to ensure the accounts are reconciled monthly:

• Reviews transactions for accuracy and addresses errors by consulting with the Administrator
• Ensures spend down ledgers are carried over month over month
• Ensures expenditures are aligned with printed receipts
• Ensures bank statements and spend down ledgers are aligned

5. Updates facility rosters by adding and removing staff as needed utilizing CCLD Guardian Background Check Data System

6. Assists in the development of documents that are distributed internally and externally (e.g., regional centers, licensing agencies, etc.)

7. Monitors staff compliance with training/certification requirements and identifies issues for follow-up by the employee’s supervisor

8. Assists with account creation for employees to register for DSP certification classes

9. Maintains residential directories and distributes to executive assistants to ensure facility administrator and home supervisor assignments are current and up to date

10. Maintains and distributes facility client directories to appropriate parties

11. Initiates requests for additional facility staffing to outside staffing agencies, as needed

12. Reviews timesheets submitted by staffing entities’ contract employees for accuracy and reconciles timesheets with invoices billed by the staffing entities

13. Organizes and submits invoices to accounting department for payment processing

14. Manages assigned projects, programs, agendas

15. Conducts research and disseminates information by using assigned IS software

16. Orders program supplies that support Individuals’ needs and daily housekeeping of the locations

17. Updates and follows-through on maintenance issues, such as vehicles and structural repair and care (through the Upkeep App)

18. Prepares and schedules the conference room for interviewing job candidates and other appointments

19. Maintains inventory and office supplies. Anticipates office needs and places orders when needed including ordering and restocking supplies for office breakrooms and restrooms

20. Ensures operation of office equipment and orders maintenance when necessary

21. Performs assigned administrative and clerical duties in accordance with residential business line procedures

22. Establishes and maintains the highest level of quality service to all customers

23. Maintains all office safety and security protocols and procedures

24. Attends all required meetings and trainings essential for the position and to develop company-related skills

25. Performs all other related duties and responsibilities, as assigned

Core Competencies/Skill Sets

1. Strong organizational and planning skills to set priorities with a focus on detail

2. Strong reasoning and critical thinking skills with sound judgment to apply standardized approaches, policies, and procedures

3. Effective planning and organizational skills to balance and prioritize work

4. Proven ability to manage multiple tasks simultaneously

5. Demonstrates flexibility when faced with changing priorities

6. Demonstrates effective interpersonal and communication skills when collaborating with team members and the public

7. Demonstrates effective written and verbal communication skills

8. Ability to establish credibility and be decisive and is able to recognize and support the organization’s preferences and priorities

9. Ability to be diplomatic and professional in challenging situations

10. Ability to maintain the privacy and confidentiality of the Individuals, co-workers, and company records

11. Technical Proficiency: Microsoft Office Suite (e.g., Excel, Word, and Outlook) and other related information systems and applications

REQUIRED EDUCATION AND PROFESSIONAL EXPERIENCE:

Professional Experience/Education/Certifications:

1. Minimum of High School diploma or GED equivalent required

2. At least two (2) years of recent relevant experience as a receptionist, office/department clerk, or administrative assistant required

3. Certified in Non-violent Crisis Prevention required or must successfully complete in-house training

4. Must have a current CPR and First Aid certification or must successfully complete in-house training

5. Ability to speak, read, and write in English is required. Bilingual in English/Spanish is preferred.

Position Type/Expected Hours of Work:

The majority of work will be performed in the company's office during work hours. On a weekly basis, drives their personal vehicle to the company’s training center to deliver paperwork and obtain new hire documents for processing and maintenance.

Work Environment:

The work environment characteristics described here are representative of what an employee would experience in the performance of the essential functions of this position. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions. This position routinely uses standard equipment such as computers, phones, calculators, and photocopiers.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of position duties, responsibilities, or functions that are required of the employee for this position. The role, responsibilities, duties, and activities described within the job description may change at any time with or without notice.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions unless doing so would create an undue hardship. While performing the duties of this job, the employee is regularly required to sit, stand, stoop, or walk at will. The employee may be required to walk to other buildings to meet with Individuals and climb ramps or stairs. The employee will be required to communicate verbally and in writing. The employee will need to use hands for fine manipulation to finger, use the keyboard, handle, or feel; reach with hands and arms. The employee may be required to kneel or stoop to access filing cabinets. The employee may be required to lift, carry, push, and pull items. The employee may reach at or below shoulder level as well as reach overhead. The employee will be required to perform these physical demands with or without the aid of mechanical devices sufficient to perform the essential position duties.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Whittier, CA 90602: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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