Administrative Support Associate

Make a Difference Every Day....

New Horizons , a nonprofit organization that has served adults with special needs throughout the San Fernando Valley, Santa Clarita, Simi Valley, Moorpark, Thousand Oaks, and Ventura for more than 60 years, is seeking a motivated and detail-oriented Administrative Support Associate .

This position is ideal for a self-starter who thrives in a mission-driven environment and is committed to supporting an organization dedicated to empowering individuals with developmental and intellectual disabilities to live meaningful and independent lives.

SUMMARY: The Administrative Support Associate provides administrative and clerical support to ensure the efficient day-to-day operation of the office. Responsibilities include performing a variety of clerical tasks, maintaining accurate records and documentation, assisting with data entry, filing, correspondence, scheduling, and general office organization. The Administrative Support Associate also supports special projects and assignments as directed, exercising professionalism, attention to detail, and effective communication skills.

In addition to routine clerical responsibilities, the Administrative Support Associate may perform other administrative functions consistent with their skill level, experience, and training. This position may also collaborate with and provide support to other departments on special projects and organizational initiatives in coordination with the Employment Services Department, contributing to overall operational efficiency and team success.

ESSENTIAL DUTIES AND RESPONSIBILTIES include the following:

1. Maintains strict confidentiality of all personnel, members, medical, and financial records in accordance with organizational policies and applicable regulations.

2. Creates new client files, enters client information into the system, and maintains accurate and up-to-date database records.

3. Performs monthly data entry and record updates for Regional Center (RC) individual clients.

4. Completes and processes DS 1972 forms accurately and in a timely manner.

5. Reviews client files regularly to ensure all annual documentation and required forms are current and properly maintained.

6. Prepares monthly Job Coach meeting agendas, training materials, and supporting documentation.

7. Maintains and organizes filing systems for the Employment Services Department, including Supported Employment (SE), Pathways, Direct Placement (DP) and External Situational Assessment (ESA).

8. Assists SE and DP members with completing online job applications.

9. Conducts monthly quality control reviews of member files (minimum of 10 files per month) and submits findings and required documentation to the Program Manager.

10. Conducts monthly quality control reviews of billing records (minimum of 10 files per month) and submits findings and supporting documentation to the Program Manager.

11. Ensures Job Coaches and designated staff submit timesheets accurately and on time, while adhering to Human Resources policies and procedures regarding overtime, vacation, and sick leave usage.

12. Provides administrative and operational support to New Horizons team members as needed to help ensure the highest level of customer service and program effectiveness.

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Must demonstrate the ability to organize and complete work in an efficient and timely manner to meet the requirements of the job. The ability to multi-task is preferred.

Computer proficiency, including Word and Excel, is desired. Efficient operation of office machines such as copiers is also required.

Professional and courteous telephone demeanor with experience managing a multi-line switchboard and interacting effectively and professionally with the public. Bilingual (English/Spanish) skills are preferred.

KEY COMPETENCIES:

1. Ensure 100% on-time submission of Job Coach and designated staff timesheets
2. Achieve 100% compliance with HR policies regarding overtime, vacation, and sick leave documentation and usage
3. Resolve timesheet discrepancies within 1–2 business days of identification
4. Complete monthly Regional Center (RC) client data updates on time with zero overdue submissions
5. Conduct monthly quality control reviews of at least 10 member files and 10 billing records, with findings submitted on schedule
6. Ensure 100% confidentiality compliance for all client, medical, financial, and personnel records
7. Maintain 100% completion and on-time processing of DS 1972 forms and other required documentation
8. Achieve 95%+ compliance rate in documentation and audit readiness across all filing systems (SE, Pathways, DP, ESA)

Benefits

Medical, Dental, Vision, Life Insurance, Retirement Plan, FSA, Vacation, Sick, 10-Paid Holidays a year, Discounts, Paid Trainings including CPR/First Aide, and more.....


New Horizons offers a supportive, team environment. TOGETHER WE MAKE A DIFFERENCE - Apply Now!