Secretary III Bilingual Required

Company: Tri-Counties Regional Center
Location: Oxnard
Posted on: May 21, 2023

Job Description:

Job Title: SECRETARY III - Bilingual RequiredJob Summary:Perform extensive range of secretarial support duties for team members in our Oxnard office, including service coordination, medical, psychological, and management staff. Must be able to work independently and as part of a team.Primary Functions:1. Support Manager of Services and Supports as needed2. Assist point person on Exception process as needed3. Generate reports, correspondence, documents, and memoranda as needed for team4. Process Early Start denials/accept letters and Age 3 denial/accepts letters in a 2 day turnaround time from date of receipt (Early Start)5. Sandis changes as needed (demographic updates, change case file, closed, inactive & updating reports/contact history.6. Type letters as needed7. Assist point person in distribution for incoming and outgoing mail as necessary8. Printing of RC note on date of birth for persons served (exception -closed/inactive/transfer or deceased)9. Processing of 3770 and CDER's as needed10. General office - photocopy, fax, scan, mail documents as needed for team11. Create tables, forms - OD (officer of the day) schedule, sign out books, schedule for team and any other tables and/or forms needed by team12. Gather data, compile reports, and prepare person served files as needed for team audits i.e. DDS, Peer audit reviews, etc 13. Transcription of phone messages when necessary14. Preparation of referral packets for team as necessary15. Filing for 3 service coordinator on a monthly basis (SC's to batch)16. Relieve and/or rotate on switchboard and perform reception duties as needed17. Schedule appointments and meetings for team department18. Organize and maintain archive filing as necessary for team19. Update information, lists, reports, contracts as needed for team20. Request of medical records - 2 day turnaround time from date received21. Maintain copier and fax machines with proper supplies, paper, ink etc.22. Prepare closure, transfer, inactive, multi-volume & decease files accordingly23. Travel to other offices as necessary24. Assist as back up to point person in maintaining office supplies, agency forms and information as needed25. Assist as backup to point person with facility issues such as building repair or service calls to vendors26. Take minutes at team meetings as necessary & distribute to teams27. May assist with planning and implementing special functions and training sessions for team needs28. Additional or different functions may be assigned as neededSkill Requirements:1. Able to prioritize work and meet deadlines2. Knowledge of medical/psychological terminology (preferred)3. Communication skills4. Appointment scheduling experience5. Maintain confidentiality6. Problem-solving skills7. Interpersonal skills8. Strong time management skills9. Organizational skills10. Prompt follow-up11. Able to work with minimal supervision12. Customer service oriented13. Attention to detail14. Tact, initiative, discretion, good judgment15. Able to read, speak and write English and Spanish fluentlyMinimum Qualifications:1. Proficient computer skills - Excel & Word (Power Point desired)2. Ability to type minimum of 45 WPM3. Knowledge of correct grammar and punctuation (test will be administered)4. Knowledge of office methods, procedures, practices, equipment5. High school graduate6. Five years relevant experience7. Excellent telephone skills8. Transcription skills desired9. May be required to know or learn technical terminology and spreadsheet programs10. Bilingual ability (Spanish/English)Physical Requirements:Adequate manual dexterity and coordination for operation of a computer and other standard office equipment is required for this position. The ability to sit at a workstation for long periods of time, the ability to read, write and comprehend large amounts of written material such as reports and regulations, use the telephone, and communicate via electronic mail are all required on a daily basis. The ability to travel to another work-site location is occasionally required. The ability to stand, sit or walk for moderate distances on uneven terrain is also required on a daily basis.While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or control and reach with hands and arms. The employee frequently is required to stand, sit, walk, push, pull, kneel, stoop, bend, and squat. The employee must frequently lift and/or move up to 10 lbs and infrequently up to 20 lbs. Specific vision abilities requiredby this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Each of these physical tasks is an essential function of the position.Classification: Non-exempt, Hourly, BargainingJob Location: OxnardStarting Salary: $20.26 hourly (full range $20.26-$25.34 hourly)+ $110 biweekly bilingual stipend

Keywords: Tri-Counties Regional Center, Oxnard , Secretary III Bilingual Required, Administration, Clerical , Oxnard, California