POSITION

Administrative Assistant

PROGRAM

Administration Department

POSITION SUMMARY

This position is responsible for the day-to-day reception and clerical duties. This position is non-exempt from the minimum wage and time card provisions of the Fair Labor Standards act as amended.

REPORTS TO

Office Manager. This position is also guided by the position description, Agency Policies and Procedures, and applicable State and Federal laws.

CLASSIFICATION

Full Time, Non-exempt

COMPENSATION

$15.00/hr.

I. CORE FUNCTIONS

Administrative Duties

1. Clerical support to Administration.
2. Covers assigned duties for Office Manager during his/her absence.
3. Assist Office Manager in the maintenance of conference rooms, and personnel files, in accordance with Agency, DOH, CAMHD, and CARF standards and State and Federal laws.
4. Maintain, record, and file training data for all staff.
5. Maintains photo identification and input. 
6. Creates and maintains such data collection systems as may be assigned.
7. Serves as receptionist, including taking telephone messages, greeting visitors, and providing routine information when needed.
8. Type’s letters, reports, and other documents as assigned.
9. File all documents according to established filing procedures.
10. Segregate expired charts and files for destruction and/or continued maintenance.
11. Pre-check payroll for accurate number of checks and distribute.
12. Prepare onboarding packets for new hires and volunteers and benefits package. 
13. Report and communicate on a daily basis with Office Manager on assigned activities. 
14. Ensures that consumer rights and confidentiality are protected in accordance with Agency policy.
15. Assists in compliance with Agency safety and health procedures.
16. Assigned to hold and distribute keys as needed.

Public Relation Duties

1. Produces agency newsletter (Kūkākūkā) on a monthly basis.
2. Oversees, updates and prepares public relation documents, such as agency and program brochures, and other materials authorized by the Executive Team.

II. OTHER FUNCTIONS

1. Other duties as assigned.

III. QUALIFICATIONS

Knowledge / Abilities

1. Ability to accurately type from dictation or handwritten documents and ability to proofread one’s own work.
2. Ability to multi-task.
3. Ability to problem-solve and perform tasks with minimal supervision.
4. Word processing, spreadsheets and database management skills required.
5. Personal warmth and the ability to communicate with personnel, consumers, and visitors.

Education

1. High School Diploma, or equivalent from accredited institution

Experience

1. A minimum of four years of experience as a clerk or equivalent position. Work experience should show progressively increasing levels of responsibility 

Physical Requirements

1. Within reasonable modifications, must be physically able to perform efficiently the duties of the position. Any physical condition which could cause the applicant to be a hazard to him/her or to others will disqualify him/her for appointment. Able to complete all physical requirements of the job with or without a reasonable accommodation.

IV. OTHER REQUIREMENTS

1. Valid driver’s license and clean traffic abstract within the past three years and ready access to an insured vehicle.
2. Availability to work flexible hours, including nights, weekends and holidays.
3. Provide consent and necessary information for a criminal background check.
4. Consents and submits to drug testing.
5. Provide a current TB clearance, Hepatitis B and Covid-19 vaccination.