Bilingual Secretary III – Admin Support, Santa Barbara

Tri-Counties Regional Center; Santa Barbara (CA); Hybrid; USD 31.000 - 39.000; Teilzeit

Benefits dieser Stelle

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

Zusammenfassung

Tri-Counties Regional Center seeks a Secretary III for our Santa Barbara team. This bilingual role (Spanish/English) is a temp-to-hire, hourly position providing extensive secretarial support to managers and staff.

Responsibilities include scheduling, report generation, mail management, transcription, and document preparation. Qualifications include high school diploma, 2 years of relevant experience, and strong bilingual communication skills.

Qualifikationen

• Proven ability to prioritize workload and meet deadlines.
• Knowledge of medical/psychological terminology preferred.
• Strong communication and interpersonal skills.
• Experience with appointment scheduling and calendar management.
• Maintain strict confidentiality of client information.
• Excellent problem-solving and organizational abilities.

Aufgaben

• Provide extensive secretarial support to team members in Santa Barbara.
• Assist with mail, reports, and correspondence for the team.
• Handle scheduling, transcription, and referral packet preparation.
• Prepare and file documents, manage records, and compile reports for audits.
• Support as switchboard relief and reception duties as needed.
• Coordinate training events and schedule team meetings.

Kenntnisse

Prioritization

Medical terminology

Communication

Appointment scheduling

Confidentiality

Problem solving

Interpersonal skills

Time management

Organizational skills

Follow-up

Independent work

Customer service

Attention to detail

Tact & discretion

Bilingual English/Spanish

Ausbildung

High school diploma

Tools

Excel

Word

PowerPoint

Jobbeschreibung

**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:

1. Support Manager of Services and Supports as needed
2. Assist point person on Exception process as needed
3. Generate reports, correspondence, documents, and memoranda as needed for team
4. 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 needed
7. Assist point person in distribution for incoming and outgoing mail as necessary
8. Printing of RC note on predetermined date for persons served (exception –closed/inactive/transfer or deceased)
9. Processing of 3770 and CDER’s as needed
10. General office – photocopy, fax, scan, mail documents as needed for team
11. 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
12. 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 necessary
14. Preparation of referral packets for team as necessary
15. 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 needed
17. Schedule appointments and meetings for team department
18. Organize and maintain archive filing as necessary for team
19. Update information, lists, reports, contracts as needed for team
20. Request of medical records – 2 day turnaround time from date received
21. Maintain copier and fax machines with proper supplies, paper, ink etc.
22. Prepare closure, transfer, inactive, multi-volume & decease files accordingly
23. Travel to other offices as necessary
24. Assist as back up to point person in maintaining office supplies, agency forms and information as needed
25. Assist as backup to point person with facility issues such as building repair or service calls to vendors
26. Take minutes at team meetings as necessary & distribute to teams
27. May assist with planning and implementing special functions and training sessions for team needs
28. Additional or different functions may be assigned as needed

Skill Requirements:

1. Able to prioritize work and meet deadlines
2. Knowledge of medical/psychological terminology (preferred)
3. Communication skills
4. Appointment scheduling experience
5. Maintain confidentiality
6. Problem-solving skills
7. Interpersonal skills
8. Strong time management skills
9. Organizational skills
10. Prompt follow-up
11. Able to work with minimal supervision
12. Customer service oriented
13. Attention to detail
14. Tact, initiative, discretion, good judgment
15. Able to read, speak and write English and Spanish fluently required

Minimum Qualifications:

1. Proficient computer skills – Excel & Word (Power Point desired)
2. Ability to type minimum of 45 WPM
3. Knowledge of correct grammar and punctuation (test will be administered)
4. Knowledge of office methods, procedures, practices, equipment
5. High school graduate
6. 2 years relevant experience
7. Excellent telephone skills
8. Transcription skills desired
9. May be required to know or learn technical terminology and spreadsheet programs
10. 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.