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Executive Assistant

Company: Hope Services
Location: San Jose
Posted on: November 23, 2020

Job Description:

Location: San Jose, CATeam: Community Employment Services - Supported Employment Team /Work Type: Full-TimePurpose:

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.

2. Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.

3. Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.

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

5. Administers programs, projects and or processes specific to the assigned department.

6. Participates in agency wide case review, assuring departmental standards meets funding and State requirements.

7. Administers and tracks departmental purchasing related to supplies, facilities and operations.

8. Assists in the new hire process, coordinate training and orientation of new employees.

9. Assists with the new hire paperwork and process for CES clients and Project SEARCH clients.

10. May be required to provide services/support activities in the field as needed for department function.

11. Acts as a mandated abuse reporter

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

13. Supervise lobby assistants.

14. Prepare, monitor and follow up on monthly billing paperwork for all CES departments, trained in IP/group/CAN billing procedures.

15. Department liaison with the IT department, facilities, accounting, payroll, vehicles and other Hope departments.

16. Payroll entry for CES clients.

17. Assist in the CARF process; including updates to the CES procedure manuals.

18. Monitor, update and maintain the funding authorizations with the Regional Center or Department of Rehabilitation.

19. Monitor and process the Annuals and semis IHSP meeting and paperwork.

20. Add, update and maintain the client binders and paperwork.

21. Follow all health and safety guidelines established by the County Health Department and the CDC.

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.

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.

8. Knowledge of the industry supported by the program department as assigned.

9. Experienced and knowledgeable in Windows, Microsoft Office 365: able to use Word, Excel and Access proficiently.

10. 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. Significant face-to-face communications with internal and external customers.

Do you have what it takes to make a difference?

Inspire and be inspired! Hope Services takes immense pride in maximizing our employee engagement. Will you join us??

Winner, 100 Best Places to Work, Silicon Valley/San Jose Business Journal!

Visit www.hopeservices.org to find out more about us and the people we serve.

Hope Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetics, sexual orientation, gender identity or any other protected characteristic. In addition to federal law requirements, Hope Services complies with all applicable state and local laws governing nondiscrimination in employment. PI126219630

Keywords: Hope Services, San Jose , Executive Assistant, Other , San Jose, California

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