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Easterseals Hawaii · 4 days ago

Administrative Assistant

Lihue, HI

Full-time

Onsite

Entry Level

$19/hr - $20/hr

1+ years exp

Easterseals Hawaii is focused on transforming healthcare experiences, and they are seeking an Administrative Assistant for their Early Intervention program. The role involves providing administrative support, maintaining records, and ensuring effective communication with staff and families served by the program.

Child CareHealth CareNon ProfitPersonal Health

Responsibilities

Provides general administrative/project support for the Early Intervention (EI) Program Manager and staff

Compiles and maintains records and forms for all participants

Drafts and distributes correspondence for the Program Manager and professional staff

Coordinates incoming and outgoing mail

Coordinates and maintains the storage and destruction of records

Inputs and maintains participants’ information into the Program and Department of Health-Early Intervention Section (DOH-EIS) databases

Compiles and prepares information for all reporting periods

Provides information and assistance to callers and visitors

Attends, participates in, and takes minutes for meetings

Creates and modifies forms for program operations/events

Maintains office and program supplies and equipment. This includes scheduling repairs, ordering supplies, and conducting an annual inventory

Serves as Petty Cash Fund Custodian as outlined by ESH

Prepares and submits invoices and request for payment forms

Processes forms/documents from employees, including timesheets, mileage reimbursements and annual requirement documents

Serves as back-up for Data Clerk

Attend, participate and collaborate in organization as well as department meetings, training, volunteer (and practicum) programs and events

Assists with other department duties as outlined by manager

Assists in maintaining a clean, hygienic, safe and “childproof” environment. Reports any safety concerns to the Program Manager

Must report in person to assigned office location a minimum of 3 days per week, up to 5 days per week, dependent on program needs as directed by management team

Must report in person to assigned office location within 24 hours as directed by EIS

Qualification

Microsoft OfficeData entryAdministrative supportConfidentialityMulti-taskingCommunication skillsAttention to detail

Required

High School diploma or GED required

Minimum one (1) year experience in administration

Understanding and compatibility to interact with families, professionals, and paraprofessionals

Understanding of, and respect for children with special needs and their families

Positive public relations attitude and approach when interacting with those served and the general public

Exercises confidentiality and discretion pertaining to the work environment and maintain all HIPAA requirements

Appropriately interprets and implements policies, procedures, and regulations of ESH; training provided

Works independently and takes initiative to complete assignments

Operating knowledge of a computer, applications and software, standard office and Microsoft (Outlook, Word and Excel)

Typing at a minimum of 60 words per minute

A commitment to the values of the organization while demonstrating good judgment, decision-making, flexibility, patience and discretion when dealing with confidential and sensitive matters

Work comfortably with individuals at all levels within the organization

Handles multiple tasks, adheres to timelines, and processes urgent projects while maintaining an attention to detail

Responds appropriately and immediately to emergencies as defined by ESH Emergency Procedure Guide/Safety Manual

Stand or sit for extended periods of time, stand for up to 6-8 hours a day

Frequent speaking and listening to clients, staff, and others in the workplace

Utilize computer, cell phone or desk phone and scanner/printer

Frequent proofreading and checking documents for accuracy

Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace

Must obtain and maintain criminal record clearance through the Department of Justice (DOJ)

Must pass health screenings, obtain vaccinations and clear TB testing based on company policies

Must obtain and maintain clearance through the Office of Inspector General

Must attend all required training