Secretary Santa Barbara (opens in a new tab) Posted 7 hours ago
We have a current opening on our Santa Barbara team for a Secretary III
Job Title: Secretary III - Bilingual Required - Requisition #: 2146
Job Type: TEMP-TO-HIRE, Non-exempt, hourly, bargaining - Location: Santa Barbara
Salary: $22.78-$25.12 hourly (full range $22.78 -$28.50 hourly) + $110 biweekly bilingual stipend
Benefits:
• Health insurance • Paid time off • Dental insurance • Vision insurance • Life insurance • Retirement plan • Referral program • Flexible spending account • Employee assistance program
LCSW Supervision hours program
Job Summary:
Perform extensive range of secretarial support duties for team members in our Santa Barbara office, including service coordination, medical, psychological, and management staff. Must be able to work independently and as part of a team.
Primary Functions:
• 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 predetermined date 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
Skill Requirements:
• Able to prioritize work and meet deadlines • Knowledge of medical/psychological terminology (preferred) • 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 required • Minimum Qualifications:
• 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 • 2 years relevant experience • Excellent telephone skills • Transcription skills desired • May be required to know or learn technical terminology and spreadsheet programs • Bilingual ability (Spanish/English) required
Physical Requirements:
• Position requires the ability to work independently. • Must possess mobility to work in a standard office setting and use standard office equipment, including a computer. • This is primarily a sedentary office classification. • The position also requires grasping, repetitive hand movement, finger dexterity and fine coordination in preparing statistical reports and data using a computer keyboard and calculator. • Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer. • Hearing and speech are required to communicate in person, before groups and over the telephone. • Employees must possess the ability to lift, carry, push and pull materials and objects necessary to perform job functions. • The employee must frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. • The position requires standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. • Work is performed in an office setting with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. • Employees may encounter upset individuals over the phone and/or in person. • Each of these physical tasks is an essential function of the position.
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