Executive Assistant II #2161

Job Title: Executive Assistant II – Requisition #: 2161

Job Type: Full-Time, Exempt, Non-Bargaining Unit, Confidential  – Location: Santa Barbara

Job Summary: Under supervision of the Executive Director, this position performs skilled administrative and high-level support services for the Executive Director, Board of Directors and management staff supporting a wide variety of activities through a person-centered approach. Maintains understanding of the organization to effectively implement administrative decisions. Demonstrated ability to diplomatically handle highly confidential and technical material. Must possess cultural competency and the ability to effectively interact with all levels of agency staff, board members, and the public. Exercises sound judgement in matters involving major Agency decisions and future plans. Will plan organize and carry out own work with minimal direction. Coordinates with support staff throughout the agency.

Primary Functions:

(These are examples of the duties assigned to this position and not an all-inclusive list)

• Organize, manage and perform a variety of responsible confidential executive administrative
• Provide information to the public in response to telephone inquiries, using knowledge of Regional Center system. Acts as liaison with community, handles situations effectively and determines which questions or problems to route to the appropriate staff to assure resolution of issues in a timely manner.
• Coordinate and schedule Executive Director appointments and meetings with staff, community agencies, individuals d and families, providing reminders as necessary. Coordinate travel arrangements and process travel claims as required or needed.
• Maintain and ensure Medi-Cal application is accurately completed on behalf of the agency
• Maintain files and records in compliance with established procedures and standards to ensure completeness, confidentiality and easy retrieval.
• Provides clerical support as needed with sensitive matters such as employee appeals, grievances, vendor appeals and lawsuits.
• Maintain tracking system for complaint processes inclusive of adhering to required
• Compose correspondence from brief instructions, marginal notes and/or own knowledge of resources. Complete forms, reports, statistics, surveys, and special projects, in an accurate and timely manner.
• Screen incoming phone calls, handle as appropriate, and refer to proper individuals when
• Receive mail daily, review and distribute
• Coordinate Board related activities with the support services
• Coordinates all Board and committee meetings and follows up with appropriate individuals regarding action items for future meetings.
• Ensure Board materials are translated as appropriate.
• Ensures all Board and committee minutes are completed in a timely and accurate,
• Maintain and ensure that all Board of Directors Conflict of Interest statements are completed and filed with the Department of Developmental Services.

Skill Requirements:

1. Knowledge of office practices and procedures, including but not limited to, filing, grammar, spelling, punctuation, composition and record keeping.
2. Operate standard office equipment.
3. Proficiency in Microsoft Office Suite.
4. Ability and interest to keep abreast of new software programs.
5. Public speaking/presentation skills

Competencies

• Teamwork-ability to work cooperatively and in a person-centered manner with others and be an effective part of team
• Service oriented-ability to be compassionate and respectful of others and their situations in line with the principles of person-centered thinking
• Communicates with respect-effectively communicate information (verbal & written) in a way that demonstrates understanding of others perspectives and positions.
• Accountability-takes pride in work and ensures quality and timeliness to achieve effective
• Knowledge and development-demonstrates the drive to develop and acquire new knowledge and expertise to increase personal value and that of the Agency.
• Creative problem solving-the ability to identify and resolve barriers to solving
• Initiative-proactively identifies problems or opportunities and takes action to address
• Agency awareness-ability to understand & work within Agency structures using flexibility, creativity and initiative in adapting tactics.

Minimum Qualifications:

1. High school graduate with secondary school level courses, BA degree preferred
2. Four years of increasingly responsible administrative work, including two years as support to the head of a large department/agency. Regional Center experience preferred.
3. Valid California driver’s license and reliable, insured vehicle or equivalent means of transportation.
4. Experience with public contact and ability to work independently.

Physical Requirements: