Office Assistant
Golden Gate Regional Center (GGRC) is looking to hire an Office Assistant who will provide general administrative support to ensure overall efficiency in the operations of the Department. The role involves coordinating activities, managing schedules, and maintaining client information while adhering to confidentiality regulations.
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
Skills
- High School Diploma or equivalent
- 1+ year experience in office setting involving production typing, machine transcription, processing of documents, and a variety of general clerical duties
- Attention to detail
- Organizational skills
- Customer service orientation
- Time management
- Adaptability
- Collaboration/teamwork
- Self direction
- Initiative
- 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
- Experience in multi-cultural settings and/or multi-lingual capacity
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 to help you save for the future!
- 13 vacation days
- 15 sick days
- 11 paid holidays
- 6 personal holidays
- Up to 5 paid days for continuing education
Company Overview