OFFICE ASSISTANT - ELECTRONIC RECORDSJOB NO: 622SAN FRANCISCO OFFICEABOUT THE AGENCYGolden Gate Regional Center is a non-profit organization that provides assistance to support individual with developmentally disabilities to lead independent and productive lives. We offer competitive pay, outstanding benefits, and a dynamic work environment. We have over 200 employees located in San Francisco, Marin and San Mateo counties.ABOUT THE JOBGGRC has an immediate opening for a full--time Office Assistant in our San Francisco office to provide filing and indexing of electronic records of individuals supported by the agency and provides Front Desk coverage for receptionist as needed. Successful candidates must have attention to detail and critical thinking skills and provide exceptional customer service to visitors and callers.JOB DUTIESScan and index all records of individuals supported into the Agency's electronic filing systemin compliance with Agency, State, Federal and HIPAA regulations. Sort and categorize documents based on document type. Prepare and scan documents on a large production scanner and index documents with required information and ensure image quality of documents scanned are legible and conforms to company standards.Review and research documents to ensure accurate filing and communicate with staff for required additional information. Conduct on-going record compliance and vital record protection auditing. Coordinate offsite file storage and retrieval and schedule/prepare billing for Accounts Payable. Provide copies of files for external audits. Create internal guides for staff procedures as necessary. Train staff on procedures to submit documents. Provide administrative assistance to others within the unit and agency.Primary backup for the Front Desk including daily coverage for absences breaks and lunches as well as any time off. Duties will include routing calls through the use of an office phone and/or unified communications software. Provide basic information regarding the Agency and its offices. Greet clients and other visitors in a professional and courteous manner and inform staff of visitor arrivals.Provide backup for the mailroom as needed. Duties include sorting and distributing incoming mail, packing and shipping mail on a time schedule utilizing a postage machine. Participate in special projects, and assist with additional duties or tasks, as assigned.MINIMUM STANDARDS FOR THE POSITION:•Index (file) at a minimum of 300 documents per hour with 98% accuracy in indexing document types and 100% accuracy in indexing individual information•Index all new documents within 48 hours of submission•Index bulk transfers at a minimum average rate of 30 minutes per bulk file•Processes transfer in cases within 1 weekSKILLS AND COMPETENCIES•College education preferred with 1-2 years in an office setting sorting and filing records•Ability to type 40 wpm and use 10-key at 5,000 key strokes per hour with 100% accuracy.•Ability to learn new applications and adjust to changing procedures quickly.•Experienced with the use of Windows® based computers and advanced knowledge of MS Word®, MS Excel®, MS Outlook® and similar applications•Ability to lift 30 lbs.•Experience in office settings involving answering phones, preparing correspondence forms and other general clerical duties.•Experience in multi-cultural settings and/or multi-lingual environment.•Excellent written and verbal communication skills including ability to develop standard business communications, using proper grammar, spelling and punctuation and ability to convey complex information and ideas in a clear, concise and professional manner•Ability to provide professional and prompt customer service with the ability to diffuse tense situations with a calm demeanor•Excellent organizational and time management skills•Ability to multi-task and have a attention to detail•Self-direction and initiativeSalary: $28,000-$30,000/yearDO NOT HIT "REPLY" TO ADVERTISEMENT. Resumes emailed, faxed or not sent through Agency's Applicant Tracking System will not be considered. Candidates should email cover letter and resume in a single PDF document with compensation requirements and resume to the following link.https://home.eease.adp.com/recruit/?id=15405231GGRC is an equal employment opportunity employer.Local candidates only please. No phone calls.
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