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Under the leadership of the Agency Director, a dynamic executive team with an organizational structure comprised of five (5) service areas - Specialized Medical Services, Behavioral Health Services, Correctional Health Services, Medical Health Services, and Public Health Services - is committed to meeting the health needs of the diverse Orange County community. The duties of the EAS II include, but are not limited to the following: Assisting Deputy Public Guardians in the investigation of his/her cases and performing tasks necessary for the proper and efficient administration of their cases, which includes assisting the property manager and staff with clerical functions critical to the disposition of assets.

<div style="text-align:center">Estate Administration Specialist II </div><div style="text-align:center">In addition to performance-based merit increases, this position is scheduled to receive salary range increases on the following dates:</div><div style="text-align:center"> </div><div style="text-align:center"> Effective June 27, 2025 – 4.00% increase</div><div style="text-align:center">   </div><div style="text-align:center"><em>This recruitment will establish an open eligible Estate Administration Specialist II list. This list will be used to fill an immediate vacancy with the Office of Public Guardian. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.</em></div><div style="text-align:center"> </div><div style="text-align:center">This recruitment will be open for a minimum of five (5) business days and will remain open continuously until 11:59 p.m. (PST) on the day the County's needs are met. Qualified candidates are encouraged to apply immediately, as the deadline to apply for the first round of consideration will be on August 28, 2024 at 5:00 PM (PST).  </div><div style="text-align:center"><br/> </div><div><strong style="color:inherit;font-style:normal;text-indent:0px"><u>THE AGENCY</u><br style="color:inherit;font-style:normal;text-indent:0px"/>The<strong style="color:inherit;font-style:normal;text-indent:0px"> <a href="https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.ocgov.com%2F&data=05%7C01%7CcSevilla%40ochca.com%7C2d8bdaf9688240a07c4f08db8974b5a1%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638254906578882199%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=FdHFjdxW3lkL0z9Prl3LKgEK8Pe0eGQwzfjm3AL2F6Y%3D&reserved=0" rel="nofollow noopener noreferrer" style="color:inherit;text-decoration:underline" target="_blank" title="http://www.ocgov.com/">County of Orange</a>, <a href="https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fochealthinfo.com%2F&data=05%7C01%7CcSevilla%40ochca.com%7C2d8bdaf9688240a07c4f08db8974b5a1%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638254906578882199%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=%2BfomcU7YT3StcMIaqqALH7Aw0YStRXzI7EBbvf3oLPY%3D&reserved=0" rel="nofollow noopener noreferrer" style="color:inherit;text-decoration:underline" target="_blank" title="https://ochealthinfo.com/">Health Care Agency (HCA)</a> is a dynamic organization dedicated to creating and supporting an environment that promotes the achievement of optimal individual, family, and community health. Under the leadership of the Agency Director, a dynamic executive team with an organizational structure comprised of five (5) service areas - Specialized Medical Services, Behavioral Health Services, Correctional Health Services, Medical Health Services, and Public Health Services - is committed to meeting the health needs of the diverse Orange County community.  <br style="color:inherit;font-style:normal;text-indent:0px"/><br style="color:inherit;font-style:normal;text-indent:0px"/><strong style="color:inherit;font-style:normal;text-indent:0px"><u>PUBLIC GUARDIAN</u><br style="color:inherit;font-style:normal;text-indent:0px"/>The <a href="http://www.ochealthinfo.com/bhs/pg" rel="nofollow noopener noreferrer" style="color:inherit;text-decoration:underline;font-style:normal;text-indent:0px" target="_blank">Office of the Public Guardian (PG)</a><strong style="color:inherit;font-style:normal;text-indent:0px"> is dedicated to the physical and financial safety of persons unable to do so on their own who are conserved when there are no viable alternatives to public conservatorship. The Superior Court determines whether a conservatorship should be established, involving a court process that includes petitioning the court and notifying the proposed conservatee and his or her family of the proceedings. A conservatorship is only established as a last resort through a formal hearing. The Court can appoint the Public Guardian as a conservator of the person only, estate only (for probate), or both person and estate.  <br/><br/></strong></strong></strong></strong></div><u>THE OPPORTUNITY:</u><u><br/></u>The Estate Administration Specialist (EAS) II will provide clerical and investigative support functions to Deputy Public Guardian and case management support staff in managing decedent estates. The EAS II will also liaison with County Counsel attorneys and other legal staff members to ensure that all documents prepared for Court are reviewed for appropriate content. The duties of the EAS II include, but are not limited to the following:<br/><br/><ul><li>Assisting Deputy Public Guardians in the investigation of his/her cases and performing tasks necessary for the proper and efficient administration of their cases, which includes assisting the property manager and staff with clerical functions critical to the disposition of assets.</li><li>Preparing case specific documents to be submitted to County Counsel that are necessary to move Public Guardian cases expeditiously through the Lanterman-Petris-Short and Probate process and to meet meeting statutory deadlines to avoid court citations and surcharges.</li><li>Submitting benefit applications on behalf of clients (SSA/SSI, Medi-Cal)</li><li>Preparing legal documents and correspondence.</li><li>Supporting Public Guardian Deputies with legal, procedural, and administrative details.</li><li>Establishing and maintaining estate files.</li><li>Recording information on spreadsheets and software systems.</li><li>Informing deputies of deadlines.</li><li>Receiving telephone calls and answering questions in the absence of professional staff.</li><li>Assisting with case management on active and terminated cases, including scanning case documents.</li><li>Driving a personal vehicle for work related activities (mileage reimbursement available).</li><li>Performing various administrative tasks as assigned.</li></ul><u>DESIRABLE QUALIFICATIONS</u><u><br/></u>The ideal candidate will possess at least one (1) years of experience in a public assistance, benefits, financial, medical, real estate or legal field. <br/><br/>In addition, the ideal candidate will possess the abilities, and/or knowledge in the following core competencies:<br/> <br/> Professional & Technical Expertise <br/><ul><li>Knowledge of filing systems</li><li>Knowledge of forms and documents pertaining to estate administration</li><li>Knowledge of application for assistance programs (e.g., Social Security, Medi-Cal, Medicare, 5510 form, Veteran's Benefits)</li><li>Working experience and knowledge of financial, medical, real estate, or legal terminology.</li><li>Working experience and knowledge of the public assistance field. </li><li>Working experience and knowledge of probate practices and procedures.</li><li>Knowledge of codes governing conservatorship and estate administration.</li><li>Advanced proficiency in Microsoft Office Programs (e.g., Excel, Outlook and Word).</li></ul>Critical Thinking | Decision Making & Analytical Skills<br/><ul><li>Interpreting and applying general rules and regulations pertaining to complex benefit issues.</li><li>Effectively identifying issues and appropriate solutions and seeking input from management when necessary.</li></ul><ul><li>Strong critical thinking and problem-solving skills.</li><li>Excellent planning and time management and client-facing skills.</li><li>High level of personal integrity with the ability to professionally handle confidential matters and apply an appropriate level of judgement.</li></ul>Oral Communication | Informing | Listening<br/><ul><li>Interacting with a variety of internal and external stakeholders in a professional and courteous manner.</li><li>Greeting clients and referring them to appropriate staff.</li><li>Handling difficult phone calls, conversations, and interviews effectively with tact, professionalism, and diplomacy.</li><li>Listening effectively and clarifying information as needed.</li><li>Maintaining confidential information.</li></ul><u>MINIMUM QUALIFICATIONS</u><u><br/></u>Click <a href="https://www.governmentjobs.com/careers/oc/classspecs/26871" rel="nofollow">here</a> for a complete classification description and minimum qualifications, including<em> Physical and Mental Requirements and Environmental and Working Conditions,</em> for Estate Administration Specialist II.<br/> <br/><u>RECRUITMENT PROCESS</u><u><br/></u>Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.<br/> <br/>Application Screening (Refer/Non-Refer)<br/>Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.<br/> <br/>Online Assessment (Weighted 100%)<br style="color:inherit;font-style:normal;text-indent:0px"/>Applicants whose experience and education appear to best meet the needs of the department will be invited to participate in an online multiple choice examination. Only the applicants who receive the highest score on the assessment will be referred to the eligible list. <br/> <br/>Based on the Department's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedure.<br/> <br/>Eligible List<br/>Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.<br/> <br/>Veterans Employment Preference<br/>The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click <a href="https://ceohrs.ocgov.com/recruitment/pdfs/Veteran%20Employment%20Preference%20Policy.pdf" rel="nofollow noopener noreferrer" target="_blank">here</a><a href="https://get.adobe.com/reader/" rel="nofollow noopener noreferrer" target="_blank">(Download PDF reader)</a> to review the policy.

County of Orange

Estate Administration Specialist II

FEED

This role reports to the Chief Financial Officer and the Chief Clinical Programs Officer on matters related to agency accreditation, "environment of care", infection control, and emergency management/response. WestCoast Children's Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families.

YEAR

<div class="content-intro"><p>WestCoast Children's Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. <strong><em>Working at WestCoast Children's Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity. </em></strong></p></div><p><strong>Position Details </strong></p><p><strong>Title</strong>: Office and Safety Manager</p><p><strong>Classification</strong>: Regular Full Time (1.0 FTE), Exempt</p><p><strong>Location</strong>: Oakland, CA</p><p><strong>Regular Work Schedule</strong>: Full time, M-F </p><p><strong>Compensation:</strong></p><ul><li>$75,000-85,000 per year, depending on experience</li></ul><p>The <strong>Office and Safety Manager</strong> plays a hands-on role in ensuring smooth operations from the "front-to-back" office. The position calls for a highly organized, strong-minded, and level-headed person able to make quick judgment calls to troubleshoot and problem solve. The position also requires exemplary diplomacy with a personal touch working with many staff and clients ranging in individual backgrounds, expertise, tenure, personality, beliefs, identities, and communication styles. This role reports to the Chief Financial Officer and the Chief Clinical Programs Officer on matters related to agency accreditation, "environment of care", infection control, and emergency management/response.</p><h3>Key Responsibilities</h3><p><strong>Facilities</strong></p><ul><li>Serves as the main contact for facilities and administrative requests, including the Assessment Center, collaborating with Executive Management to address workplace issues such as office supplies, furniture, space management, safety, and accreditation standards.</li><li>Takes a solutions-oriented, hands-on approach to resolve issues locally, with minimal disruption, and escalates complex matters as needed.</li><li>Demonstrates professionalism, ownership, and confidentiality in all staff and client interactions.</li><li>Regularly inspects facilities for maintenance needs, prioritizing repairs based on urgency.</li><li>Maintains detailed records of maintenance, repairs, incidents, and safety inspections.</li><li>Collaborates with program staff, Alameda County, and other stakeholders to ensure the facility meets client and staff needs and safety standards for the STAT Program.</li><li>Provides supervision and coaching to the Facilities Coordinator, establishing systems for tracking and addressing facilities-related issues, including maintenance, safety, office supplies, and vendor coordination.</li></ul><p><strong>Administrative</strong></p><ul><li>Manages the presentation of entryways and lobby areas to ensure a welcoming, clean, and safe environment for clients and staff.</li><li>Leads project management efforts involving Alameda County, external vendors, and internal staff.</li><li>Oversees front desk scheduling, ensuring adequate staffing during peak client times and approves hourly employee schedules to accommodate break and meal periods.</li><li>Provides supervision and coaching to front desk staff, while establishing systems for managing administrative tasks.</li><li>Inspects buildings and structures to identify maintenance and repair needs.</li><li>Manages parking facilities and ensures adequate space for staff.</li><li>Coordinates catering and vending services.</li><li>Oversees security for all WCC facilities and ensures compliance with health and safety regulations (Cal OSHA, CDC, CCL, Joint Commission).</li></ul><p><strong><u>General Management</u></strong></p><ul><li>Participates in recruitment, onboarding, and staff support, ensuring a positive employee experience.</li><li>Ensures safety, cleanliness, and compliance with regulations at all WCC locations.</li><li>Manages communication with staff, demonstrating diplomacy and customer-focused service.</li><li>Leads emergency preparedness and maintains safety records and training.</li><li>Creates and updates HIPAA protocols, safety training, and policies on facilities maintenance and infection control.</li><li>Ensures compliance with Joint Commission and MediCal standards.</li><li>Develops and updates front desk policies and manages administrative projects.</li><li>Coordinates with IT on office equipment and layout, and oversees the Facilities and Administration budget.</li><li>Participates in Operations, budget meetings, and leads the Safety Committee.</li></ul><p><strong>Risk Management</strong></p><ul><li>Periodically review and update the business continuity plan and recovery measures.</li><li>Analyze metrics like inventory, breakage, and employee activity to detect fraud.</li><li>Conduct quarterly safety drills.</li></ul><p><strong>Key Qualifications:</strong></p><ul><li>Bachelor's degree (preferred).</li><li>Experience or strong interest in psychology or public health.</li><li>Experience working with community-based organizations is a plus.</li><li>Minimum three years of demonstrated supervisory and office management experience.</li><li>Clean driving record and access to a vehicle, local work travel <strong>required</strong>. </li></ul><p><strong>Competencies (skills, abilities & knowledge):</strong></p><ul><li>Proficient in Microsoft Office, Google apps, ASANA, MAC, inventory systems, and web-based programs.</li><li>Capable of working independently and as part of a team.</li><li>Skilled in managing multiple responsibilities in facility maintenance, safety, and client care.</li><li>Experience in intensive clinical settings and working with diverse communities.</li><li>Detail-oriented, efficient, and strong in project management, supervision, and process oversight.</li><li>Excellent client, staff, interpersonal, communication, and writing skills.</li></ul><h3><strong><em>Why work here?</em></strong></h3><ul><li>Be part of a compassionate, driven team that is social justice-focused: We have several Staff Affinity Groups: BIPOC council, LGBTQIA+, Alianza Latine, Equity and Inclusion, and more!</li><li>Serve vulnerable kids and their families and create positive changes in their lives</li><li>As a Joint Commission-accredited agency, we provide the highest standard of care and offer extensive clinical training and seminars led by field experts. Training includes CSEC, Telehealth, Complex Trauma/Trauma-Informed Care, Child and Adolescent Needs and Strengths (CANS), Supervisor in training program, and much more!</li></ul><h3>Benefits:</h3><ul><li>Employer-paid Medical Benefits for Employees 
<ul><li>100% employer-paid dental and vision </li><li>Dependent medical, dental and vision (50% employer-paid) </li></ul></li><li>Medical and Dependent Care FSA and commuter plans</li><li>100% employer-paid life insurance long-term disability insurance</li><li>Voluntary accident, term life and hospital indemnity insurance </li><li>403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment</li><li>Annual incentive compensation (10%)</li><li>Three weeks PTO during the first year of employment, 4+ weeks PTO with additional years of service</li><li>12 paid holidays plus one paid floating holiday per year</li><li>4 paid self-care days per year</li><li>Wellness stipend ($100.00 per month)</li><li>Professional development stipend</li><li>Employee Assistance Program (EAP)</li></ul><div class="content-conclusion"><p><strong><em>Join us and make a difference in the lives of vulnerable children and families in the Bay Area. </em></strong> </p><p><em>WCC is passionate about leading and encouraging open conversations around race, gender, power, and privilege and how these impact community mental health. </em><em>We are an equal opportunity employer. We are committed to diminishing the influence of privilege and discrimination in our field and our workplace, whether due to differences concerning age, citizenship, color, disability, marital or parental status, race, religion, gender, or sexual orientation.</em></p></div>

WestCoast Children's Clinic

Nonprofit Office and Safety Manager

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Estate Administration Specialist IICounty of Orange

Nonprofit Office and Safety ManagerWestCoast Children's Clinic

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