A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Program Services Administrative Assistant - Intake & Assessment Esperanza Services - 3.5 Alhambra, CA Job Details Full-time $18.57 - $21.00 an hour 1 hour ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Employee discount Referral program Retirement plan Qualifications Bilingual Sociology Microsoft Office Administrative experience Driver's License Driving Human Services Associate's degree Full Job Description
POSITION SUMMARY
Esperanza Services is seeking an organized, compassionate, and detail-oriented Program Services Administrative Assistant to coordinate the intake and onboarding of prospective consumers with intellectual and developmental disabilities. This position reviews assigned referrals with the Program Services team, contacts prospective consumers and their authorized representatives, schedules and conducts structured in-home intake assessments, and documents information needed to evaluate service fit and onboarding readiness. After each visit, the employee completes data entry, prepares assessment summaries, tracks the onboarding process, and communicates with Regional Center representatives. The position also prepares and submits quarterly consumer progress reports, subject to supervisory review, and works closely with consumers, families, Direct Support Professionals, Program Services, Accounting, and Regional Center service coordinators. This is a field-and-office position requiring regular local driving.
ESSENTIAL RESPONSIBILITIES
Review assigned referrals using Esperanza's approved program criteria and procedures. Contact prospective consumers or authorized representatives to explain the intake process and schedule appointments. Conduct structured, person-centered intake assessments in consumers' homes or other approved locations. Interview consumers and authorized family members or representatives regarding strengths, preferences, routines, communication, goals, support needs, and service expectations. Objectively document service-related aspects of the home and living environment, including accessibility, household supports, safety considerations, and factors affecting service delivery. Prepare intake assessments and service-fit recommendations for supervisory and team review. Enter consumer information, contact notes, documents, and status updates into approved systems. Maintain an accurate onboarding tracker, including appointments, missing documents, authorizations, deadlines, barriers, and start-date readiness. Communicate with Regional Center service coordinators regarding intake status, documentation, and approved onboarding activities. Prepare accurate quarterly progress reports and other required Regional Center reports by established deadlines. Obtain required report information from Direct Support Professionals and follow up on incomplete or late documentation. Assist staff and new hires with Esperanza's documentation and report-writing expectations. Support file reviews, quality-assurance checks, audits, and data verification. Participate in intake meetings, case conferences, staff meetings, training, and Program Services team activities. Record all work time, travel time, authorized business mileage, and assessment activity accurately. Follow confidentiality, consent, safety, incident-reporting, and escalation procedures. Perform other related duties as assigned.
QUALIFICATIONS
Associate degree in human services, social services, psychology, sociology, healthcare administration, or a related field preferred. Relevant experience may be considered in place of education. At least two years of relevant intake, case coordination, developmental-services, social-services, or administrative experience preferred. Experience supporting individuals with intellectual or developmental disabilities is strongly preferred. Strong interviewing, observation, professional writing, data-entry, and organizational skills. Ability to prepare clear, objective, and accurate assessment and progress reports. Ability to manage multiple referrals, appointments, deadlines, and reporting cycles. Professional and respectful communication with consumers, families, staff, and outside agencies. Ability to work independently in the field and collaboratively as part of a team. Proficiency with Microsoft 365 and the ability to learn electronic record and reporting systems. Bilingual English/Spanish is preferred. Valid California driver's license, reliable transportation, legally required automobile insurance, and an acceptable driving record.
WORK REQUIREMENTS
This position regularly works in an office, consumer homes, and community settings. Regular travel throughout Esperanza's service area is required. Field appointments may occasionally occur outside standard office hours based on consumer and family availability. Authorized business mileage and necessary business expenses are reimbursed separately in accordance with Esperanza policy and applicable law. This is a non-clinical position. The employee collects information and makes recommendations through Esperanza's review process but does not diagnose consumers, determine Regional Center eligibility, modify an Individual Program Plan, or independently promise admission, funding, authorization, or services.
EQUAL EMPLOYMENT OPPORTUNITY
Esperanza Services is an equal opportunity employer. Employment decisions are made without unlawful discrimination based on any status protected by applicable law. Reasonable accommodations are available to qualified applicants and employees with disabilities. Esperanza Services will consider qualified applicants with criminal histories in accordance with the California Fair Chance Act. Applicants are not required to disclose criminal history before a conditional offer of employment. Join us in making a meaningful impact on the lives of individuals we serve! This paid position offers an engaging work environment where your organizational talents and compassionate communication will shine. Be part of a dedicated team committed to fostering independence and success for every client!
Pay:
$18.57 - $21.00 per hour Expected hours: 40.0 per week
Benefits:
401(k) 401(k) matching Dental insurance Employee discount Health insurance Paid time off Referral program Retirement plan Vision insurance
