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Executive Assistant
Hope ServicesSan Jose, United Statesfull_timeVerifiedPosted 9 Jul 2025
💰 $45,000/yr
About the role
Are you a person who enjoys helping others? Are you currently seeking fulfillment in your professional life?
Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels.. >>>>> Hope Services has been awarded 2022 Top Workplaces by San Francisco Chronicle, 2022 Top-rated Nonprofit by Great Nonprofits, and Received a Gold Seal of Transparency from Guidestar and a perfect 100/100 rating in three different categories: financial health, leadership and adaptability, and culture and community from Charity Navigator <<<<<
*Compensation: $22.50 per hour
Purpose:To provide office management support of assigned department, assure the smooth operation of the support services, handle inquiries, supervise other administrative support operations, may lead projects. This position handles confidential information and operates as part of the management team. Principle Responsibilities:The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:
1. Supervise the lobby reception, phones and office operations of assigned department. 2. Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.3. Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.4. Handles community inquiries, acts as a department liaison.5. Administers programs, projects and or processes specific to the assigned department.6. Participates in agency wide case review, assuring departmental standards meets funding and State requirements.7. Administers and tracks departmental purchasing related to supplies, facilities and operations. 8. Assists in the new hire process, coordinate training and orientation of new employees. 9. Assists with the new hire paperwork and process for CES clients and Project SEARCH clients.10. Local travel to company sites and other locations for business needs required. 11. Supervise lobby assistants.12. Prepare, monitor and follow up on monthly billing paperwork for all CES departments, trained in IP/group/CAN billing procedures.13. Department liaison with the IT department, facilities, accounting, payroll, vehicles and other Hope departments.14. Payroll entry for CES clients.15. Assist in the CARF process; including updates to the CES procedure manuals.16. Monitor, update and maintain the funding authorizations with the Regional Center or Department of Rehabilitation.17. Monitor and process the Annuals and semis IHSP meeting and paperwork.18. Add, update and maintain client binders and paperwork.19. Other duties as assigned to assure efficient program operations.
Minimum Qualifications:- High School diploma, G.E.D. or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.- Valid California Driver's License with clean driving record.
Reports To: Department Manager or Division Director Supervisory Responsibility: May supervise one staff as assigned. Required Knowledge, Skills and Abilities: 1. Knowledge of office methods, procedures and equipment.2. Ability to train and direct the work of others. 3. Ability to prepare and deliver presentations.4. Ability to prepare accurate accounting of department purchases.5. Ability to organize time, set priorities, and complete assignments6. Ability to manage multiple tasks in a busy office environment.7. Ability to exercise good judgment, self-pace work and direct the work of others.8. Knowledg
Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels.. >>>>> Hope Services has been awarded 2022 Top Workplaces by San Francisco Chronicle, 2022 Top-rated Nonprofit by Great Nonprofits, and Received a Gold Seal of Transparency from Guidestar and a perfect 100/100 rating in three different categories: financial health, leadership and adaptability, and culture and community from Charity Navigator <<<<<
*Compensation: $22.50 per hour
Purpose:To provide office management support of assigned department, assure the smooth operation of the support services, handle inquiries, supervise other administrative support operations, may lead projects. This position handles confidential information and operates as part of the management team. Principle Responsibilities:The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:
1. Supervise the lobby reception, phones and office operations of assigned department. 2. Assures all required processes are completed, or assigned, work with staff to assure completion of assignments.3. Assists in the preparation and control of records, statistics and reports regarding operations, personnel and clients served.4. Handles community inquiries, acts as a department liaison.5. Administers programs, projects and or processes specific to the assigned department.6. Participates in agency wide case review, assuring departmental standards meets funding and State requirements.7. Administers and tracks departmental purchasing related to supplies, facilities and operations. 8. Assists in the new hire process, coordinate training and orientation of new employees. 9. Assists with the new hire paperwork and process for CES clients and Project SEARCH clients.10. Local travel to company sites and other locations for business needs required. 11. Supervise lobby assistants.12. Prepare, monitor and follow up on monthly billing paperwork for all CES departments, trained in IP/group/CAN billing procedures.13. Department liaison with the IT department, facilities, accounting, payroll, vehicles and other Hope departments.14. Payroll entry for CES clients.15. Assist in the CARF process; including updates to the CES procedure manuals.16. Monitor, update and maintain the funding authorizations with the Regional Center or Department of Rehabilitation.17. Monitor and process the Annuals and semis IHSP meeting and paperwork.18. Add, update and maintain client binders and paperwork.19. Other duties as assigned to assure efficient program operations.
Minimum Qualifications:- High School diploma, G.E.D. or equivalent plus two years of related experience working in an office environment with increasing responsible assignments.- Valid California Driver's License with clean driving record.
Reports To: Department Manager or Division Director Supervisory Responsibility: May supervise one staff as assigned. Required Knowledge, Skills and Abilities: 1. Knowledge of office methods, procedures and equipment.2. Ability to train and direct the work of others. 3. Ability to prepare and deliver presentations.4. Ability to prepare accurate accounting of department purchases.5. Ability to organize time, set priorities, and complete assignments6. Ability to manage multiple tasks in a busy office environment.7. Ability to exercise good judgment, self-pace work and direct the work of others.8. Knowledg
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