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Executive Assistant - Clinical Services (Bilingual Spanish/English)

Salary Range

$2,923 to $4,422

Summary

The Executive Assistant provides primary administrative support to the Director of Clinical Services and various administrative in-house support including special projects as assigned.

MAJOR DUTIES

Administrative Activities                                                                            

  • Establishes filing classification/systems; maintains databases; performs searches for information not readily available or complexly cross referenced; update and organize files for record-retention.
  • Receives and screens incoming phone calls and walk-ins before referring to appropriate staff person; processes incoming/outgoing mail, photocopying and answers inquires orally.
  • Composes letters and correspondence as needed.
  • Follows up on work assigned by Executive Director, Assistant to the Executive Director, and Associate Directors; referring problems to appropriate individual and obtaining or conveying information.
  • Collects and compiles statistical reports submitted by clinicians and other clinical staff members. 
  • Collects, makes copies of billing submitted by the contract employees and submits billing to the appropriate fiscal assistants
  • Inputs, quarterly information on the departments work plan as well as the clinical Center’s performance plan.

Home and Community Based Waiver Services (Medicaid Waiver)

  • Collects and organizes the MWB 100 forms submitted by the Medicaid Waiver Specialist to determine those clients who have been initially certified to be waiver participants; which clients are being annually re-certified for the waiver; and those to be terminated from the program.
  • Transmits information to DDS on a monthly basis.  
  • Consults the MIS at least weekly to determine if the Center is maintain its targeted number of waiver participants and reports findings to the clinical director.
  • Conducts a periodic review of waiver caseload to insure that there are no delinquent cases to be re-certified and reports findings to the clinical director.   

Reports/Projects                                                                               

  • Provides administrative support to the clinical director.
  • Prepares and assists in preparing various narratives, administrative, and statistical reports for meetings and presentations from handwritten or typed copy; reviews and proofreads work for grammatical and arithmetic accuracy, completeness, and conformance with established form and procedures.
  • Prepares for meetings held with various community based organizations.
  • Attends committee meetings, takes, transcribes and distributes minutes as needed. 
  • Assists Executive Staff as appropriate.
  • Keeps track of the clinical department’s projects.

Education & Experience

Incumbent must be able to effectively utilize and apply required knowledge and skills, work using independent judgment and initiative; communicate effectively both orally and in writing; compose letters; maintain control records and files, prepare reports, obtain accurate information by searching files and contacting various individuals and agencies; follow directions, type from notes and transcribe. In addition, must be able to maintain confidentiality in all Management matters.

Position requires good interpersonal skills; deal tactfully and effectively with peers and Executive level staff and the general public; strong organizational skills.

Must possess knowledge of modern office practices, standards and business etiquette; correct spelling, punctuation, grammatical usage and format; knowledge of basic computer programs including Word and Excel.

AA degree or equivalent college course work and minimum of five years of responsible administrative assistant experience is required. Substantial equivalents may be substituted for the above requirements.

Must be Bilingual Spanish/English.

Filing Deadline

Ongoing until position is filled.
 

Hours

Full-time

Submit Requests to:

Human Resources Department
Frank D. Lanterman Regional Center
3303 Wilshire Boulevard, Suite 700
Los Angeles, California 90010
hr@lanterman.org

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Human Resources Coordinator

Salary Range

$2,732 to $4,133

Summary

The Human Resources Coordinator provides administrative support for the day-to-day operations of the Human Resources Department. Role requires the coordinating, assisting and performing of a variety of duties relating to employee relations, benefits administration, recruitment, maintenance of employee and benefit files; assures they’re in compliance with HR documentation and record retention policy, coordination of payroll adjustments, tracking of intern and volunteer candidates. Position also supports the department in the development, implementation and monitoring of policies and procedures in support of the Center’s mission.

Employee Relations
Provides proactive support and basic information on HR policies and procedures and/or benefits to staff, ensures timely responses and follow-up on basic HR matters and internal and external questions and requests.

Benefits
Administers employee health and welfare plans and acts as liaison between employees and insurance providers. This position resolves benefits-related problems and ensures effective utilization of plans and positive employee relations. The Human Resource Coordinator ensures plans are administered in accordance with federal and state regulations and plan provisions are followed. Processes all employee benefits paperwork and enters/maintains HR Information System (HRIS).

Recruitment
Responsible for coordination of hiring for all positions including temporary personnel, prescreens all incoming applications/resumes and responds to all applicants with acknowledgement, maintains application/resume files to ensure legal compliance, schedules interviews, conducts reference checks and coordinates pre-employment screenings. Sits in on interview panel as needed and processes all new hires paperwork and coordinates new hire communication with Accounting, Operations, IT, and Training and Development.

Education & Experience

Candidate must be able to work with minimum supervision, be detailed oriented, possess high level of tact, discretion and sound judgment. Will be a self-starter, highly motivated, possess a strong work ethic, and demonstrate strong analytical skills. Must have the capability to establish and maintain effective relations with staff, management and/or vendors, possess strong planning, organizational, and coordination skills and be able to prioritize work and meet deadlines. The incumbent will be computer literate possessing strong knowledge of Microsoft word, Excel, Power Point, Paylocity and HRIS Systems.

To perform effectively in this position, the incumbent is required to have a minimum of 3 years of working knowledge of a Human Resource environment, its methods as well as its procedures, as well as a general knowledge of state and federal employment/benefit laws and practices. Typically, such skills and experience are the result of any combination of education and experience equivalent to a bachelor's degree in a related area or professional certificate in Human Resources. Substantial equivalents may be substituted for the above requirements. 

Filing Deadline

Ongoing until position is filled.

Hours

Full-time

Submit Requests to:

Human Resources Department
Frank D. Lanterman Regional Center
3303 Wilshire Boulevard, Suite 700
Los Angeles, California 90010
hr@lanterman.org

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Librarian II (Part-Time Position at 32 Hours per Week) (Bilingual Spanish/English)

Salary Range

$3,872 to $5,858

Summary

The Librarian works very closely with resource and information associate, as well as with the family support specialist and director of KYRC to assist with the management of the Resource Center Library. This position will play an important role in facilitating outreach, project management, and support of the lending library system utilized by the regional center community. This position reports to the director, Koch-Young Resource Center.

The department is critical to the Regional Center’s success in promoting education and information for clients and families, with an emphasis on developmental disabilities and supporting information and resources for the community. Department staff provides family support services by coordinating support groups, playgroups, peer support partner program, and educational parent trainings. Technical expertise is required for library projects and initiatives to ensure an effective and sustainable lending library system. The department has played a leading role in the creation of the early childhood programs, delivery of information and resources, and the development of the lending library.

Responsibilities:

  • Catalogs all materials used for circulation and reference purposes in the Koch-Young Resource Center and Assistive Technology Project. (Perform original and copy cataloging based on current standards). Resolves cataloging problems and maintain of the online catalog. Handles processing of new items, damaged items, etc., including property identification of all material, labeling of library classification, storage solutions for items, etc. Coordinates the acquisition of new resources and assist with the ordering and billing process.
  • Conducts periodic inventory of entire KYRC library collection including consolidation of items, purging and reordering.
  • Provides reference assistance and instruction to staff and library users.
  • Provides statistical reports for quarterly submission of the unit’s workplan.
  • Provides assistance with coordinating outreach to the general community about new resources in the library. Assist with special tours and presentations for the community.
  • Coordinates early literacy events for clients (birth to 5 years) and their families, such as storytime with local community partners.

Education & Experience

Incumbent must have graduate level education in Library and Information Science and a minimum of 3 years progressively responsible professional experience or possess a Bachelor’s degree in Library Science and 5-7 years of progressive responsible para professional experience, in a public academic or special library, including collection development and cataloging books and audio visual materials in an automated environment. In addition, incumbent will possess experience in using Dewey Decimal, LC subject headings, and Machine-Readable Cataloging (MARC) records as well as experience working with Sirsidynix (EOS) library system.

Valid California driver’s license, current automobile insurance and adequate transportation to fulfill position responsibilities are also required.

Bilingual Spanish/English required.

Filing Deadline

Friday, August 22, 2016

Hours

Part-time

Submit Requests to:

Human Resources Department
Frank D. Lanterman Regional Center
3303 Wilshire Boulevard, Suite 700
Los Angeles, California 90010
hr@lanterman.org

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Service Coordinator - LA/Wilshire Unit (Bilingual Korean/English)

Salary Range

$3,289 to $4,974

Summary

Under the direction of the regional manager, this position will provide service coordination with and on behalf of people with developmental disabilities and their families. The service coordinator will ensure clients receive services and supports consistent with individual concerns, desires and priorities. The service coordinator will be expected to work in a partnership with clients, families, service providers and members of the community at large.

Education & Experience

Bachelor's degree in social, behavioral, special education or life science required, and two years professionally related experience; one year preferably working with people with developmental disabilities. A master's degree may be substituted for one year of required experience.

Valid California driver’s license, current automobile insurance and adequate transportation to fulfill position responsibilities is also required.

Substantial equivalents may be substituted for the above requirements.

Bilingual Korean/English required.

Filing Deadline

Ongoing until position is filled.

Hours

Full-time

Submit Requests to:

Human Resources Department
Frank D. Lanterman Regional Center
3303 Wilshire Boulevard, Suite 700
Los Angeles, California 90010
hr@lanterman.org

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