Office Assistant

About the role

GGRC is looking to hire a Office Assistant who will provide general administrative support to members of the Regional Center Services Social Work unit to ensure overall efficiency in the operations of the Department.

Responsibilities

• Coordinate activities for processing, copying, routing copies to records, and distribution of reports and forms via mail or email
• Retrieve files, prepare documents to accompany files and word-processing of document information
• Sort, copy, prepare, assemble, and file reports and forms for unit
• Prepare and distribute correspondence, including certified mail, while adhering to statutory timelines
• Manage Officer of the Day (OD) schedule and rotation
• Maintain unit staff directory and staff lists
• File memos from unit manager
• Prepare case assignments memos
• Participate in staff /internal meetings and tasks forces as assigned
• Support to new or temporary administrative staff
• Manage Purchase of Service (POS) and Individual Program Plan (IPP) Processing
• Review POS requests and IPP documents for accuracy and thoroughness
• Coordinate corrections to POS requests and IPPs when needed
• Assist with sorting or updating POS reports or monitoring reports for special projects
• Review file for GGRC vendors or individuals supported by GGRC to ensure accuracy of POS and IPP
• Front Desk Coverage
• Route all incoming and outgoing calls to appropriate staff or department
• Provide basic information regarding the GGRC San Francisco County Office
• Route messages from general voice mail box to appropriate staff or department
• Greet individuals/families supported by GGRC and other visitors in a professional and courteous manner and informs staff of visitor arrivals
• Ensure lobby and front desk are neat and professional in appearance
• Participate in special projects, and assist with additional duties or tasks, as assigned
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act

Requirements

• Education: High School Diploma or equivalent
• Experience: 1+ year experience in office setting involving production typing, machine transcription, processing of documents, and a variety of general clerical duties

Qualifications

• Attention to detail
• Organizational skills
• Customer service orientation
• Time management
• Adaptability
• Collaboration/teamwork
• Self direction
• Initiative

Skills

• Written communication: ability to develop standard business communications, using proper grammar, spelling and punctuation
• Oral communication: ability to convey complex information and ideas in a clear, concise and professional manner
• Ability to operate basic office equipment, including scanners, copiers, faxes, phones
• Basic familiarity with MS Word®, MS Excel®, MS PowerPoint®, MS Outlook® or similar software applications
• Ability to type 60 wpm
• Use of discretion and ability to maintain confidentiality
• Coursework in Office Management or Medical Office Assistance (desired)
• Experience in multi-cultural settings and/or multi-lingual capacity (desired)

Benefits

• Medical and Dental benefits with a generous employer contribution and additional employer paid Life, Disability and Vision coverage
• 10% employer contribution to a 403(b) retirement account
• 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education

Pay

Starting Salary Range: $42,193 - $50,632