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Tri-Counties Regional Center · 3 months ago

Secretary III Bilingual Preferred #2104

San Luis Obispo, CA

Full-time

Onsite

Mid, Senior Level

$22.12/hr - $27.67/hr

5+ years exp

Tri-Counties Regional Center is seeking a Secretary III who will perform extensive secretarial support duties in their Atascadero office. The role involves coordinating services, generating reports, and assisting team members with various administrative tasks.

AssociationHealth CareNon Profit

Culture & Values

Responsibilities

Support Manager of Services and Supports as needed

Assist point person on Exception process as needed

Generate reports, correspondence, documents, and memoranda as needed for team

Process Early Start denials/accept letters and Age 3 denial/accepts letters in a 2 day turnaround time from date of receipt (Early Start)

Sandis changes as needed (demographic updates, change case file, closed, inactive & updating reports/contact history

Type letters as needed

Assist point person in distribution for incoming and outgoing mail as necessary

Printing of RC note on date of birth for persons served (exception –closed/inactive/transfer or deceased)

Processing of 3770 and CDER’s as needed

General office - photocopy, fax, scan, mail documents as needed for team

Create tables, forms – OD (officer of the day) schedule, sign out books, schedule for team and any other tables and/or forms needed by team

Gather data, compile reports, and prepare person served files as needed for team audits i.e. DDS, Peer audit reviews, etc

Transcription of phone messages when necessary

Preparation of referral packets for team as necessary

Filing for 3 service coordinator on a monthly basis (SC’s to batch)

Relieve and/or rotate on switchboard and perform reception duties as needed

Schedule appointments and meetings for team department

Organize and maintain archive filing as necessary for team

Update information, lists, reports, contracts as needed for team

Request of medical records - 2 day turnaround time from date received

Maintain copier and fax machines with proper supplies, paper, ink etc

Prepare closure, transfer, inactive, multi-volume & decease files accordingly

Travel to other offices as necessary

Assist as back up to point person in maintaining office supplies, agency forms and information as needed

Assist as backup to point person with facility issues such as building repair or service calls to vendors

Take minutes at team meetings as necessary & distribute to teams

May assist with planning and implementing special functions and training sessions for team needs

Additional or different functions may be assigned as needed

Qualification

Proficient in ExcelProficient in WordBilingual (Spanish/English)Medical terminologyAppointment schedulingTranscription skillsCustomer service orientedCommunication skillsProblem-solving skillsInterpersonal skillsOrganizational skillsAttention to detailTime management

Required

Perform extensive range of secretarial support duties for team members in our Atascadero office, including service coordination, medical, psychological, and management staff

Must be able to work independently and as part of a team

Support Manager of Services and Supports as needed

Assist point person on Exception process as needed

Generate reports, correspondence, documents, and memoranda as needed for team

Process Early Start denials/accept letters and Age 3 denial/accepts letters in a 2 day turnaround time from date of receipt (Early Start)

Sandis changes as needed (demographic updates, change case file, closed, inactive & updating reports/contact history)

Type letters as needed

Assist point person in distribution for incoming and outgoing mail as necessary

Printing of RC note on date of birth for persons served (exception –closed/inactive/transfer or deceased)

Processing of 3770 and CDER's as needed

General office - photocopy, fax, scan, mail documents as needed for team

Create tables, forms – OD (officer of the day) schedule, sign out books, schedule for team and any other tables and/or forms needed by team

Gather data, compile reports, and prepare person served files as needed for team audits i.e. DDS, Peer audit reviews, etc

Transcription of phone messages when necessary

Preparation of referral packets for team as necessary

Filing for 3 service coordinator on a monthly basis (SC's to batch)

Relieve and/or rotate on switchboard and perform reception duties as needed

Schedule appointments and meetings for team department

Organize and maintain archive filing as necessary for team

Update information, lists, reports, contracts as needed for team

Request of medical records - 2 day turnaround time from date received

Maintain copier and fax machines with proper supplies, paper, ink etc

Prepare closure, transfer, inactive, multi-volume & decease files accordingly

Travel to other offices as necessary

Assist as back up to point person in maintaining office supplies, agency forms and information as needed

Assist as backup to point person with facility issues such as building repair or service calls to vendors

Take minutes at team meetings as necessary & distribute to teams

May assist with planning and implementing special functions and training sessions for team needs

Able to prioritize work and meet deadlines

Communication skills

Appointment scheduling experience

Maintain confidentiality

Problem-solving skills

Interpersonal skills

Strong time management skills

Organizational skills

Prompt follow-up

Able to work with minimal supervision

Customer service oriented

Attention to detail

Tact, initiative, discretion, good judgment

Able to read, speak and write English and Spanish fluently

Proficient computer skills – Excel & Word (Power Point desired)

Ability to type minimum of 45 WPM

Knowledge of correct grammar and punctuation (test will be administered)

Knowledge of office methods, procedures, practices, equipment

High school graduate

Five years relevant experience

Excellent telephone skills

Bilingual ability (Spanish/English)

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 and fingers to handle, feel and 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 required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus