Except in the case of an undue hardship, La Familia provides reasonable accommodations to persons with disabilities when the accommodations are necessary to enable the persons to perform the essential functions of the job. The Agency also provides reasonable accommodations, when necessary, based on religious needs. Individuals requiring workplace accommodations must discuss their needs with La Familia Human Resources. Individuals seeking accommodations for disabilities are typically required to provide medical documentation supporting the existence of a disability, the need for the accommodation, and what workplace modifications will enable the employee to perform the essential functions of the job.
POSITION OVERVIEW:
Under the supervision of the Clinical Supervisor, the Office/Data Administrator will primarily support the Full Service Partnership program by providing front office, administrative support, managing data, handling program claims, and performing other tasks as assigned. The Office/Data Administrator will work closely with the team and Leadership to optimize program workflows and enhance overall efficiency. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.
This position is covered under the SEIU 1021 Collective Bargaining Agreement. In addition to the established base pay, members will receive negotiated annual increases as follows:
Future increases will be subject to the terms of the collective bargaining agreement.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
Administrative Duties:
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Collaborate with program and department leaders to learn systems currently in place and to ensure consistency across programs.
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Clerical support such as data entry, filing, and record keeping.
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Compiling, interpreting data, and preparing reports.
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Assistance with software, hardware, and technical issues.
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Managing phone calls, emails, and correspondence.
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Financial support with handling invoices, expenses, and budgeting.
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Responding to inquiries and resolving issues.
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Assistance with special projects, initiatives, and tasks needed.
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Attend program meetings, as requested by the Clinical Supervisor
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Welcoming clients and community partners with professionalism and friendliness.
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Handling incoming calls and routing them properly.
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Scheduling and confirming appointments or meetings.
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Handling mail and deliveries.
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Performing data entry and updating records.
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Assisting with filing, photocopying, and faxing.
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Ensuring the office and reception area is clean and presentable.
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Stocking office supplies and brochures as needed.
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Maintain accurate documentation of data systems and processes.
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Ensure data procedures, quality, integrity, and security.
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Perform data analysis and reporting requirements.
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Identify, track, and interpret data trends.
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Troubleshoot data problems and resolve issues.
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Integrate data from various sources and systems.
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Responsible for program billing and claim management.
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Ensure data compliance with regulations and standards.
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Apply best practices and techniques to improve data administration
Other
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Attend trainings and participate in events relevant to key responsibilities.
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Track and regularly report on key metrics for the responsible function areas.
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Leads and collaborates on projects supporting Agency objectives.
CORE COMPETENCIES:
Leading the self:
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Demonstrates ethics and integrity
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Displays drive and purpose
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Manages self and adapts to change
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Exhibiting leadership stature
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Practice self-awareness and continuous learning
INCLUSION, RESPECT, AND COLLABORATION:
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Use cultural humility and cultural responsiveness to connect with people of different philosophies, backgrounds, cultures and life experiences practicing boundaries.
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Develop relationships with their teams and across the organization to foster cultural humility and cultural responsiveness, teamwork and collaboration ensuring positive outcomes for the organization as it relates to the DEI function internally and externally.
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Utilize communication skills to listen and respond effectively with empathy while practicing a proactive, collaborative approach to make innovative change while remaining sensitive to the organization's culture and place in the community.
QUALIFICATIONS & EXPERIENCE:
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High School Diploma or equivalent required.
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Proficiency in both verbal and written communication in English and Spanish is required for this position.
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Proven experience in front office and data administration.
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Professional and courteous manner; ability to maintain a professional appearance.
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Ability to rapidly adapt to new information, changing conditions, or unexpected obstacles.
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Ability to demonstrate consistency in words and actions.
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Ability to model high standards of ethics, including honesty and fairness.
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Ability to use appropriate interpersonal skills, including treating others with courtesy, sensitivity, and respect, and considering and responding appropriately to the needs and feelings of different people in different situations.
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Physically able to lift up to 50 pounds, stand or sit for long periods, and detain an individual if necessary.
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Ability to take complex instructions.
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Ability to organize and prioritize several projects simultaneously.
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Experience in non-profit and community-based organizations preferred.
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Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations.
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Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
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Proficient in MS Office and Google Workspace products.
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Valid CA Driver’s license required.
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Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.
OTHER RESPONSIBILITIES:
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Demonstrates cultural awareness and provides respectful, client-centered care.
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Maintains knowledge of community resources for client referrals
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Attend work regularly, adhering to policies on absences and tardiness.
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Understands and applies legal requirements, including confidentiality and risk management.
Timekeeping & Attendance Responsibilities
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Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
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Take all required meal and rest breaks in compliance with state, federal, and agency policies.
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Review and submit timesheets by established deadlines to ensure timely payroll processing.
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Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
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Maintain consistent and reliable attendance to support team and program operations.
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Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
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Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.
TEAM COMMITMENT:
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Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
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Handles difficult or conflict situations constructively and seeks appropriate assistance.
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Accepts accountability and constructive feedback.
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Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
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Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
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Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.
WORKING CONDITIONS and JOB SETTING:
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Ability to occasionally or frequently stand, walk, sit, and reach with hands and arms above the shoulders
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While performing the duties of this job, the employee is routinely required to sit, walk, talk, and hear, use hands to keyboard, fingers, handle, and feel, stoop, kneel, crouch, twist, crawl, reach, and stretch.
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The employee is occasionally required to move around the office
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Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
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May require travel, dependent on agency needs
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Can work under deadlines
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Performing general physical activities such as picking up, moving, and using objects, tools, or controls
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The noise level in the work environment is usually low to moderate.
Physical Requirements
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Ability to safely operate a motor vehicle
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Ability to push, pull, and lift up to 50 pounds frequently.
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Ability to stand and move from one location to another daily.
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Ability to sit for prolonged periods of time
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Ability to visually focus on near and far items, and to be able to switch between them.
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Ability to reliably report to work on time and perform the position's required tasks as scheduled
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Ability to grasp and carry items
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Ability to hear and effectively communicate with co-workers, clients, and the public
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Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
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Ability to process information and data for use within the organization
BENEFITS:
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Excellent Health benefits package for you and your family, including:
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Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer-paid life insurance.
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Vacation, 15 paid holidays, 12 paid sick days upon accrual
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Employee Assistance Plan to support you and your family’s well-being and finances
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Pet Plan Benefit:
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PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
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403(b) retirement plan
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Work-life wellbeing & excellent work hours
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La Familia understands the importance of work-life balance! Our therapists enjoy flexible scheduling options, including hybrid work arrangements, to ensure high-quality client care while maintaining their well-being.
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License and Certification renewals reimbursed.
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Supportive/Collaborative work environment
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Opportunities for Growth and Professional Development
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We believe in growing together. As a team member, you’ll have access to structured mentorship and ongoing training. Whether you’re pursuing licensure or looking to specialize in clinical psychology, we support your growth every step of the way.
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This position is covered under the SEIU 1021 Collective Bargaining Agreement. In addition to the established base pay, members will receive negotiated annual increases as follows:
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January 2027: 3% base pay increase
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Future increases will be subject to the terms of the collective bargaining agreement.
