Administrative Assistant - Confidential Position

POSITION TITLE:

Administrative Assistant- Confidential Position

REPORTS TO:

Director of Community Services

LOCATION:

San Leandro, CA

The Regional Center of the East Bay (RCEB) is one of 21 Regional Centers that are community-based, private non-profit corporations under contract with the California Department of Developmental Services. RCEB provides intake, assessment, diagnosis, and coordinates community-based services for over 25,000 children and adults with developmental disabilities in Alameda and Contra Costa counties.

RCEB envisions a future where persons with developmental disabilities are truly a part of the community. Persons with developmental disabilities receive supports and services they need to succeed. The supports and services change as the need changes.

In our dream, children with developmental disabilities live with families in typical communities. Many choose to attend their neighborhood schools and play with neighborhood friends. Adults with developmental disabilities live in the residence of their choice – with family members, with friends, or with their spouse / significant other. They engage in activities of their choice – work, volunteering, education, training, or leisure.

They have meaningful relationships with friends and coworkers and are seen as valuable, contributing members of their communities.

POSITION SUMMARY

The Administrative Assistant provides confidential administrative and secretarial support to the Director of Community Services, coordinating meetings, preparing correspondence, maintaining records, and assisting with departmental projects and operations. This role supports committee activities, tracks schedules and reimbursements, maintains office supplies, and helps ensure the efficient day-to-day functioning of the Community Services Division.

The position requires strong organizational, communication, and time-management skills, sound judgment, attention to detail, and the ability to handle confidential information with discretion.

DUTIES AND RESPONSIBILITIES

Provides secretarial and administrative support of a confidential nature to the Director of Community Services.

Coordinate department and other meetings as assigned

Draft letters of correspondence

Schedule appointments, meetings, etc.

Coordinate and assist with projects

Prepare agendas, attends, takes and distributes minutes for various agency and/or board committees as assigned.

Complete routine filing.

Opens mail for Directors ensuring a timely response and distribution.

Respond to/redirects urgent phone calls in the absence of assigned Directors of Community Services.

Originates and updates spreadsheets necessary for developing statistics for the area.

Coordinates and maintains office supplies for the unit.

Tracks and reviews individual reimbursement forms, time sheets, staff schedules, etc.

Provides back up to other administrative support staff on an as needed basis.

Other duties as assigned.

MINIMUM QUALIFICATIONS

• High School graduate or GED equivalent. Two years secretarial/administrative experience required.
• 50-wpm typing required. Ability to compose letters from oral and written instruction.
• Ability to understand, develop and update information in a spreadsheet program.
• Ability to understand, develop and update information in a data base program.
• Ability to analyze and organize data.
• Demonstrated ability to handle the demands of working on multiple projects simultaneously.
• Excellent interpersonal and team building skills.
• Excellent oral and written communication skills.
• Automobile and valid driver’s license required.
• Demonstrate cultural awareness and sensitivity and an ability to work effectively with culturally diverse populations.
• PHYSICAL REQUIREMENTS
• The physical requirements described below are representative of those necessary to perform the essential functions of this position, with or without reasonable accommodation.
• Primarily sedentary work involving frequent computer use and routine movement within the workplace.
• Occasionally lifts and carries work materials and equipment, such as a laptop, weighing up to 10 pounds.
• WORK ENVIRONMENT
• Work is generally performed in an office environment with moderate noise.
• The position may occasionally involve interaction with individuals experiencing distress.