Administrative Assistant

About the role

The Administrative Assistant to the Director of Client Services provides confidential administrative support, manages sensitive information, and ensures compliance with legal and regulatory requirements. This role involves significant interaction with client data, oversight of special assignments, and support for the Self Determination Program (SDP) local advisory committee.

Responsibilities

• Handle confidential information, including client data, audit monitoring, reporting, and compliance follow-up.
• Manage sensitive notifications, such as Missing Persons alerts.
• Oversee and complete special assignments, including support for the SDP local advisory committee.
• Operate data and word processing software (e.g., SANDIS client data module, Excel) to perform queries and generate statistical reports.
• Track and report on the tri-annual Case Management Time Study report.
• Maintain and update the Agency’s Learning Management System (LMS).
• Participate in the Statewide Training and Information Group (TIG) and assist in training service coordinators via the LMS.
• Provide administrative support for meeting arrangements, mailings, business travel, and supply acquisition.
• Take, edit, publish, and distribute notes from meetings or events.
• Assist in creating professional documents (e.g., flyers, brochures, manuals) using page layout and graphics software.
• Develop professional PowerPoint presentations.
• Serve as backup for ensuring timely due process for clients through the fair hearing process.
• Assist with client case transfers, ensuring accuracy of the Client Master File (CMF) and maintaining professional communication with statewide transfer coordinators.
• Coordinate hiring processes with Human Resources, including recruitment, interview scheduling, and hiring documentation.
• Manage electronic document storage, filing, and retrieval.
• Perform other duties as assigned.

Requirements

• Completion of an Associate Degree. Five years of related administrative experience may substitute for the educational requirement.
• Four years of experience in a progressive administrative assistant role.
• Proficiency in office methods, practices, and equipment, including word processing and database software.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to work professionally, confidentially, and effectively with others while maintaining strong working relationships.
• Strong prioritization and deadline management skills.
• Ability to draft reports, letters, memos, and professional correspondence with clarity and accuracy.
• Strong team-building, attention to detail, and critical thinking skills.
• Ability to work under pressure in a fast-paced environment and handle complex or stressful situations.
• Minimum typing speed of 55 WPM (typing certificate required).

Other Requirements

• Travel, including infrequent overnight trips, is required. Reliable transportation, a valid California Driver’s License, and vehicle insurance are mandatory.
• Extensive sitting in office settings and during travel.
• Frequent walking and standing, with occasional lifting of up to 35 pounds, bending, stooping, reaching, and stretching.
• Adequate manual dexterity and coordination for operating office equipment and vehicles.
• Ability to perform duties with reasonable accommodations.

This position is supervised by the Director of Client Services.