Team Assistant

About the role

Under the direction of a Client Services Manager, Team Assistants are responsible for providing high level customer service to individuals served and their families, service providers, counselors, Regional Centers' staff, the general public, and others. They also receive and process client data, ensuring it is accurately scanned and/or entered into the electronic records in a timely manner.

Responsibilities

• Answers/makes telephone calls to/from clients, service providers, counselors, Regional Centers and others; responds to questions, concerns or complaints; provides information authorized for release; transfers calls to appropriate internal resources; makes and changes appointments; assesses for emergency situations and refers for appropriate services.
• Receives and processes incoming mail and faxes; utilizes Laserfiche to scan client documents into system and distributes documents to counselors; inputs data for client reports.
• Prepares and processes documents (copies, faxes, digital) as directed including Individual Family Service Planning, annual statements, Family Cost Participation Program information, Fair Hearing materials, referral to resources, introductory letters, point of service information, etc.
• Performs data entry of client information; assigns cases to counselors, other regional centers or units; transfers outgoing cases; inactivates/closes cases and logs/tracks all case activity; ensures accuracy and completeness of data.
• Maintains prints and distributes schedules to ensure all are notified as to staff whereabouts and availability.
• Captures and distributes schedules to ensure all are notified as to staff whereabouts and availability.
• Coordinates team meetings and trainings in support of the program manager, including scheduling conference rooms, notifying participants, preparing agendas, taking and distributing minutes, actively participating in meetings, arranging for refreshments, speakers, audio/visual equipment and materials.
• Processes Federal Program and SSI document information including data entry of record information, and preparation of reports and forms; ensures availability of records for audit and distributes back to counselors afterwards; follows up with counselors to ensure compliance with schedules and deadlines.
• Performs a wide variety of general clerical and administrative duties including: ordering/receiving and distributing supplies; copying; responding to emails; filing documents; gathering data and preparing routine/special reports.
• Participates in team spirit activities including arranging activities and events, planning and participating in team retreats and Agency-wide events and coordinating celebrations and other occasions.
• Maintains absolute confidentiality regarding clients and families in compliance with HIPAA regulations and Regional Center policies.

Secondary duties

• Assumes responsibility for projects as assigned.
• May perform any or all duties of the Receptionist.
• May perform any or all of the duties of another Team Assistant.

Environment/Physical Activity

• The incumbent is in a non-confined office-type setting in which he or she is free to move about at will.
• The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc.
• In the course of performing this work, the incumbent: Will spend time sitting, utilizing the computer.
• Will spend time standing/walking throughout the facilities.
• May lift up to 15 lbs. periodically. If more, the incumbent must request assistance.
• May stoop or stretch to access file cabinets, shelves.
• The individual in this position may operate any standard office equipment including telephones, copy machines, scanning equipment, postage meter, computer peripheral equipment, etc.
• Computer software may include any or all of the following: Microsoft Office including Word, Excel, PowerPoint, Outlook, Laserfiche, VirtualCHARTS, Sandis Data Retrieval System, Scheduling Software, Other (please add).
• The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others.

Position Requirements

• Basic knowledge of client documentation methods and practices, typically the result of one or more years of experience in similar positions.
• Or, demonstrated proficiency in utilizing computer software to maintain large databases.
• Experience working within an electronic file structure.
• Routine, accurate skills in Microsoft Office including Word, Excel and Outlook.
• Workforce Math skills sufficient to calculate/balance routine numerical data.
• Strong work organization skills to meet deadlines.
• Critical thinking and problem solving skills including ability to research and resolve procedural problems.
• Numerical and alphabetical filing procedures.
• Effective oral and written communications skills sufficient to draft routine correspondence and emails.
• Bilingual Spanish required.
• Current California driver license, State-required insurance and a driving record acceptable to the Agency’s insurance carrier, when using personal vehicle on Center business.

Equal Opportunity Employer