Executive Secretary - Hope Services

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..

>>>>> Hope Services has been awarded 2022 Top Workplaces by San Francisco Chronicle, 2022 Top-rated Nonprofit by Great Nonprofits, and Received a Gold Seal of Transparency from Guidestar and a perfect 100/100 rating in three different categories: financial health, leadership and adaptability, and culture and community from Charity Navigator

*Pay Rate: $22.50 per hour

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.

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??

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Hope Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees not regardless of, but with consideration and appreciation for race, color, religion or belief, national, social or ethnic origin, sex, age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family or parental status, or any other status.

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