Administrative Secretary Job at South Central LA Regional Center in Los Angeles

SUMMARY OF POSITION
We are seeking a proactive and organized Administrative Secretary to support the Department Director for the Department of Adult Services in day-to-day operations. Administrative Secretary will support the Director by performing administrative and office support activities, completing administrative functions related to special projects and any daily case management business workflows. The ideal candidate will possess strong communication skills, attention to detail, strong customer services skills, and the ability to manage multiple tasks efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Manage the Director's calendar, including scheduling meetings both in person and on zoom, scheduling and assisting with department and manager trainings, booking, and securing rooms and making necessary appointments.
• Serve as the first point of contact for internal and external communications, ensuring a professional and courteous interaction.
• Field telephone calls from individuals we serve and families and respond to case management inquiries on behalf of the Director, this includes screening calls, ensuring that the calls are redirected to the appropriate manager and staff for follow-up. Assistant should be able to keep track of calls and ensure the follow-up until issues are resolved and utilize SCLARC’s SmartChart program.
• Receive and direct visitors as needed.
• Prepare and organize documents, reports, and presentations for departmental meetings including visual aids. Organize data into written reports and spreadsheets. Assistant must be able to work with Word, Excel Worksheets, PowerPoint presentations, Canva Presentations, PDFs, and note taking if required.
• Develop systems for digital filing and maintenance of essential department documents. Initiate and revise office systems and procedures as needed by analyzing operating practices and recordkeeping methods. Maintain these digital filing systems, both electronic and physical, ensuring information is easily accessible, efficient, and up to date.
• Coordinate mass mailing campaigns as needed.
• Assist with budget tracking at the Department Level with procurement of office supplies and services. Maintain supplies inventory by checking stock to determine inventory levels and anticipating the need for supplies.
• Handle confidential information with discretion and integrity.
• Assist in the implementation of departmental policies and procedures. Support other administrative functions as needed to enhance department efficiency.
• Prepares for signature on all outgoing documents, reports, assessments/ evaluations, and correspondence in an accurate and timely manner.
• Establishes and maintains effective working relationships and communication with staff, other departments, individuals, and the public.
• Coordinates departmental events and meetings, including logistics and materials preparation.
• On occasion will need to support and assist during public meetings, which may be held in the evening, by performing administrative and/or technological functions.
• Other projects and duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be highly skilled in each duty including maintaining timelines and organization. An individual must also be proficient in the use of computer applications. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL SKILLS

ADP software, Microsoft Office: Excel, Word, Power Point, Outlook, and Word Software; Microsoft Teams and Zoom; Canva; One Drive; Internet research abilities; strong communication and writing skills; highly organized and able to multi-task; analytical and problem-solving skills.

EDUCATION and/or EXPERIENCE
High School Diploma and 4 years administrative experience or a B.A. Degree and 1 year of experience. Bilingual preferred (English/Spanish)