Administrative Assistant (IDA)

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Job Summary

Join us in making a difference at Home of Guiding Hands as we improve the quality of life for children with special needs. As an Administrative Assistant to one of our early intervention departments, you will support the efficient operation of the program by performing a variety of clerical duties, such as maintaining the database, scanning, filing, and preparing routine correspondence. HGH offers flexible schedules, paid sick and vacation time, medical/dental benefits, and 403b retirement plans, among other perks. Embark on a meaningful career with a leading non-profit. This position will work on a part time basis, 0-20 hours per week.

Tasks, Duties, and Responsibilities

• Processes and reviews intake referrals before adding to electronic filing system and client database.
• Prepares client files by organizing collateral, reviewing paperwork for key details, printing, scanning documents, and renaming electronic records.
• Submits client collateral electronically to San Diego Regional Center (SDRC) database and SDRC Service Coordinators.
• Updates and maintains client database with assessment and authorization details.
• Maintains office and bus supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Sends Release of Information forms and 10-day letters to medical facilities and families.
• Completes operational requirements by prioritizing workload and expediting work results.
• Provides information by answering questions and requests.
• Performs a variety of clerical duties, including faxing, copying, typing, filing, etc.
• Provides clerical support to supervisory level employees and consultants.
• Performs other related duties, as assigned.

Values

Innovation - We encourage creativity and innovation because we believe that by striving for more efficient and effective ways of doing things, we can achieve exceptional results. Our drive for success is shared by all. Our organization focuses on solutions and refuses to maintain the status quo. We challenge our team to be ahead of industry trends as we strive to lead and not follow.

Collaboration - We believe that working together collaboratively is the foundation of a culture that values teamwork, communication, and cooperation. This belief is central to every part of our business, both internally and externally, and strengthens our community.

Accountability - We take responsibility for our actions and for delivering on our commitments. We believe that by being transparent and accountable, we build trust and maintain the respect of our stakeholders.

Respect - We treat everyone with respect and dignity. We value inclusivity and believe that by upholding a culture of respect, we can foster a positive and supportive work environment. We treat others as we would want to be treated.

Empathy - We value empathy and understanding in all our interactions. We seek to understand the perspectives and needs of our colleagues, clients, and stakeholders to meet them with kindness and compassion.

Qualifications

Knowledge, Skills, and Education

• High School diploma or equivalent required (some college/trade school preferred).
• 1-year previous work in an administrative setting required.
• Must be 18 years of age or older at the time of hire.
• Must receive criminal record clearance from DOJ.
• Read, write, speak, and understand English and Spanish.
• Proficient in Microsoft Word and Outlook.
• Excellent computer skills with the ability to utilize technology to stay organized.
• Collaborative-minded professional with strong oral and written communication skills.
• Ability to form positive, supportive, and professional working relationships.
• Detail-oriented with ability to ensure accuracy of program documents and paperwork.
• Ability to manage work time efficiently and meet deadlines without close supervision.
• Ability to maintain cultural awareness and sensitivity in working with differing attitudes and lifestyles.

Physical Requirements/Work Environment

The work environment for this position involves working in an office setting, where you will have a designated workspace and access to office supplies and equipment. While performing the duties of the job, the employee is regularly required to see, talk, hear, walk, bend, stoop, sit, stand, reach, and lift objects weighing up to ten pounds repeatedly during a shift.

Equal Opportunity Employer Statement

Home of Guiding Hands is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, sexual orientation, or gender identity/expression), age, marital status, status as a protected veteran, among other things, or status as a qualified individual with disability.

About HGH

Home of Guiding Hands is a non-profit organization that was established in 1967 by a small group of dedicated and ambitious community members. The Mission of HGH is "to improve the lives of those we serve". We support children and adults in San Diego and Imperial Counties with intellectual and developmental disabilities, such as Down syndrome, epilepsy, autism, and cerebral palsy. We provide a full continuum of care including residential care in specialized group homes, independent living support, respite care, and adult foster home services. Additionally, we provide early childhood assessments and services, tailored day support, Life Planning workshops, county-wide transportation services, and on-site activities at our resource center.

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