Office Assistant, Client Records

San Andreas Regional; San Jose, Northern (CA, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

San Andreas Regional Center is seeking a detail-oriented records support specialist to maintain electronic client files and assist at the front desk. Responsibilities include preparation, scanning, indexing, and ensuring quality of electronic documents, plus backup reception duties during lunch breaks.

The role emphasizes accurate data handling, compliance with retention rules, and collaboration with team members in a nonprofit California environment.

Qualifications

• Knowledge of basic office methods and procedures.
• Ability to perform routine clerical work.
• Ability to operate a computer and basic office equipment.
• Ability to arrange items alphabetically and numerically.
• Able to lift 10-20 pounds.
• Able to type a minimum of 45 wpm.
• Able to maintain a cooperative relationship with other employees.

Responsibilities

• Receive, organize, prepare and prioritize departmental documentations for scanning and indexing to electronic imaging system for retrieval and archiving for all departments as assigned.
• Input document into the client’s records electronic imaging systems via scanning devices.
• Ensure that image qualities of scanned documents are appropriate and confirm to company standards.
• Assign appropriate indices to scanned documents according to electronic document guidelines.
• Help prepare, scan or print document in preparation for Agency audits.
• Cover reception desk for lunch breaks and call-in backup coverage to include: Greeting visitors, scheduling conference rooms and notifying employee of meeting arrivals.

Skills

Office basics

Clerical work

Computer skills

Typing speed

Interpersonal skills

Education

High school diploma or equivalent

College credits/2 years = 1 year experience

Tools

Scanner handling

Job description

Description

Join San Andreas Regional Center – Where Every Role Matters.

San Andreas Regional Center (SARC) is one of 21 regional centers in California, funded by the State and rooted in the values of the Lanterman Act. As a community-based nonprofit, we are dedicated to supporting individuals with developmental disabilities in living full, independent, and inclusive lives.

Join a diverse, mission-driven team that is passionate about making a meaningful difference every day. If you care deeply about equity, advocacy, and social impact— SARC is the place for you.

Job Summary:

Ensures client records and documents are archived electronically in compliance with applicable document retention laws and regulations. This included preparing documents for scanning, indexing, operating scanning equipment and assuring quality control of electronic files. Position serves as regular help for front desk lunch breaks and call-in backup coverage.

Essential Job Functions:

Electronic Records Maintenance

• Receive, organize, prepare and prioritize departmental documentations for scanning and indexing to electronic imaging system for retrieval and archiving for all departments as assigned.
• Input document into the client’s records electronic imaging systems via scanning devices.
• Ensure that image qualities of scanned documents are appropriate and confirm to company standards.
• Assign appropriate indices to scanned documents according to electronic document guidelines.
• Help prepare, scan or print document in preparation for Agency audits.

Front Desk

• Cover reception desk for lunch breaks and call-in backup coverage to include: Greeting visitors, scheduling conference rooms and notifying employee of meeting arrivals.

We offer a competitive benefits package designed to support your health, well-being, and future.

Employees receive free medical coverage (yes, free for employees!), along with free dental and vision insurance for your dependents.

Our benefits include a CalPERS pension plan, offering rare, long-term financial security through a lifetime pension, excellent health benefits, and overall career stability. Additional benefits include a 403(b) retirement plan, flexible spending accounts, and an Employee Assistance Program (EAP).

You’ll also enjoy:

• Five days of paid education leave per fiscal year
• Vacation time, sick leave, 12 paid holidays and 2 floating holidays!
• Life insurance, with options for additional coverage
• Access to an employee discounts portal full of great deals
• We offer flexible work schedules and select hybrid positions, promoting a healthy and balanced work-life experience. And that’s just the beginning — explore the full list of benefits on our careers website! (**Benefits apply to eligible employees.)

Requirements

Education:

Training and experience equivalent to completion of twelfth grade. Three years of clerical/secretarial work experience. Will consider education in lieu of experience, 2 years college equal 1 year experience.

Special Skills and Knowledge Required:

Knowledge of basic office methods and procedures, ability to perform routine clerical work, ability to operate a computer and basic office equipment; ability to arrange items alphabetically and numerically, able to lift 10-20 pounds, able to type a minimum of 45 wpm, able to maintain a cooperative relationship with other employees.