Executive Assistant

Are you a person who enjoys helping others? Are you currently seeking fulfillment in your professional life?

Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels..

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• Compensation: $25.00/hr

Purpose:

To provide office management support of assigned department, assure the smooth operation of the support services, handle inquiries, supervise other administrative support operations, may lead projects. This position handles confidential information and operates as part of the management team.

Principle Responsibilities:

The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:

1. Supervise the lobby reception, phones and office operations of

assigned department.

1. Assures all required processes are completed, or assigned, work

with staff to assure completion of assignments.

1. Assists in the preparation and control of records, statistics and

reports regarding operations, personnel and clients served.

1. Handles community inquiries, acts as a department liaison.

2. Administers programs, projects and or processes specific to the

assigned department.

1. Participates in agency wide case review, assuring departmental

standards meets funding and State requirements.

1. Administers and tracks departmental purchasing related to

supplies, facilities and operations.

1. Assists in the new hire process, coordinate training and

orientation of new employees.

1. Assists with the new hire paperwork and process for CES

clients and Project SEARCH clients.

1. Local travel to company sites and other locations for business

needs required.

1. Supervise lobby assistants.

2. Prepare, monitor and follow up on monthly billing paperwork for

all CES departments, trained in IP/group/CAN billing procedures.

1. Department liaison with the IT department, facilities, accounting,

payroll, vehicles and other Hope departments.

1. Payroll entry for CES clients.

2. Assist in the CARF process; including updates to the CES

procedure manuals.

1. Monitor, update and maintain the funding authorizations with the

Regional Center or Department of Rehabilitation.

1. Monitor and process the Annuals and semis IHSP meeting and

paperwork.

1. Add, update and maintain client binders and paperwork.

2. Other duties as assigned to assure efficient program operations.

Minimum Qualifications:

• High School diploma, G.E.D. or equivalent plus two years of related

experience working in an office environment with increasing

responsible assignments.

• Valid California Driver’s License with clean driving record.

Reports To: Department Manager or Division Director

Supervisory Responsibility:May supervise one staff as assigned.

Required Knowledge, Skills and Abilities:

1. Knowledge of office methods, procedures and equipment.

2. Ability to train and direct the work of others.

3. Ability to prepare and deliver presentations.

4. Ability to prepare accurate accounting of department purchases.

5. Ability to organize time, set priorities, and complete assignments

6. Ability to manage multiple tasks in a busy office environment.

7. Ability to exercise good judgment, self-pace work and direct the

work of others.

1. Knowledge of the industry supported by the program department

as assigned.

1. Experienced and knowledgeable in Windows, Microsoft Office

365: able to use Word, Excel and Access proficiently.

1. Acts as a mandated abuse reporter

Physical and Environmental Conditions:

Typical office environment, equipment and tasks. Significant amount of time spent at computer station, typing, phone, long periods of intense concentration. Constant review of documentation and reports, frequent phone use, constant interruption. Periods of travel to other locations, exposure to outdoor conditions. Signific…