Administrative Assistant - Community Services

Administrative Assistant - Community Services Department

Starting Salary Range $47,618 - $57,141

GGRC is looking to hire an Administrative Assistant for our Community Services Department to provide administrative and organizational support to all areas of the Community Services Department, including project coordination, vendor relations, data tracking, and implementation of new initiatives related to DDS rate reform, housing development, service expansion, and the Self-Determination Program.

Responsibilities:

Administrative Support

• Prepare and distribute agendas, meeting minutes and other documents as required
• Compose, prepare and create supporting documents for correspondence and communications within the Department and Develop and maintain tracking systems for Community Services projects, vendorization activities, and reports.
• Scan and index documents for and maintains unit files
• Schedule and coordinate meeting invitations within the Agency and the community for department related initiatives and activities; sets up for meetings as needed 
• Draft documents for department and related committees as needed
• Assist with implementation of DDS directives, legislative changes, and rate reform activities Support data collection and analysis for housing development initiatives and other department priorities.
• Provide logistical and administrative support for public meetings, community forums, listening sessions, and special projects.
• Assist in the preparation for DDS audits, including compiling and summarizing information related to Community Services Unit
• Assist with the development and maintenance of department materials for the agency website.

Requests for Proposals (RFPs) and Vendorization Inquiries

• Provide administrative support for Requests for Proposals (RFPs) and vendorization activities.
• Compile and distribute RFP packets and maintain databases tracking each RFP process and status.
• Coordinate interviews and manage communications with prospective vendors.
• Support vendor onboarding processes, including courtesy vendorization, ensuring compliance with updated vendor documentation standards.
• Assist with tracking of usual and customary rate practices and compiling supporting documentation.
• Review new vendor questionnaires for completeness and follow up with potential vendors for additional information as needed.

Organizational and Community Support

• Collect and manage data for GGRC surveys as related to the Community Services Department.
• Liaison with project consultants, create graphs and reports as needed.
• Assist with the coordination of Self-Determination and other department-specific meetings and activities.
• Support outreach and coordination for in-person and virtual meetings with community partners, vendors, and stakeholders.
• Assist with coordination of community activities, such as Grass Roots Day participation, as needed.
• Participate in special projects and assist with additional duties or tasks as assigned.
• Maintain all client information as confidential in compliance with the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the California Lanterman Act.

Requirements

Education/Experience

• 2-3 years of experience or equivalent administrative experience at multiple levels.
• Experience with underserved populations desired
• Experience in managing tasks or small projects independently

Competencies

• Time management
• Task management
• Attention to detail
• Collaboration/teamwork
• Customer service orientation
• Ability to multi-task with competing priorities
• Well-developed organizational skills
• Initiative and ability to work in a dynamic work environment
• Adaptability to evolving priorities and initiatives in a dynamic policy and funding environment

General Skills

• Initiative and ability to work in a dynamic work environment

• Proficient in MS PowerPoint®, MS Outlook® (e.g., group list management, multi-calendar management) with experience in the advanced functions of MS Word® (e.g., tables, mail merges, form creation),  MS Excel® (e.g., Pivot Tables, Lookups, graphing)
• Proficiency with digital collaboration tools (e.g., Microsoft Teams, SharePoint) to support team activities and project management.
• Ability to communicate verbally and in writing in a clear and concise manner to a wide audience
• Ability to work with confidential material in a professional man