JOIN OUR TEAM

Communication, Collaboration, Confidentiality, Courtesy, Competence

These five "C"s are our core values. Ku'ikahi Mediation Center is seeking qualified and considerate people to uphold these values as part of our staff 'ohana.

Our benefits package and job descriptions are listed on our website: https://hawaiimediation.org/jobs/

Our online job application includes:

• Application for Employment (online form: https://hawaiimediation.org/application/)
• Cover Letter (upload to online form)
• Resume (upload to online form)

JOB DESCRIPTION

Job Title: Office Manager

Reports to: Executive Director

Status: Full-Time;Non-Exempt

Prepared by: Julie Mitchell, Executive Director, on February 29, 2024

Wages: $22/hr. plus benefits listed on https://hawaiimediation.org/jobs/

Primary Purpose:

• Responsible for providing key client, financial, program, and administrative support services, while extending our organization’s vision, mission, and values.

Essential Duties and Responsibilities:

• Client Relations & Case Management

Maintain confidentiality of all case activity and client information. Provide caring case management for all clients. Respond promptly to client inquiries and provide up-to-date referrals to clients. Conduct on-site or remote intakes for mediation referrals at Hilo District Court’s Monday and Wednesday docket. Open, organize, and close hard copy and digital case files, in conjunction with Case Manager. Keep hard copy, Zoom, and Outlook shared calendars up-to-date, and aligned with Weekly Request for Mediators. Send and track Mediation & Confidentiality Agreements via DocuSign, appointment letters, and invoices. Create Zoom meetings, make reminder calls to clients and mediators, and collect fees.

• Fund Development

Maintain and update fund development database (including donor tracking and inputting data for cash, in-kind, and potential donors). Receive and record grant donations. Prep weekly and annual mahalo letters. Update and maintain Outlook email list. Assist with fund development activities (including solicitation mailings, guest lists, auction item receipt and tracking, and ticket sales and tracking).

• Financial

Receive and process payments and donations. Report and track payments via multiple payment methods. Prepare invoices and bank deposits. Track client billing, accounts receivable, and collections. Process accounts payable. Maintain account postings in appropriate forms and databases.

• Programs

Assist with educational programs and special events (including sending confirmation emails, processing registration and payment, and other planning, preparation, and implementation). Compile results and statistics from participant exit surveys. Track and record volunteer hours and continuing education.

• Administrative

Greet clients and visitors. Answer and direct incoming phone calls. Create, organize, and maintain hard copy and digital files. Do data entry. Prepare and modify documents (including correspondence, memos, e-mails, faxes, and reports). Make copies and scan documents as needed. Receive and process incoming and outgoing mail. Maintain and restock books, brochures, and documents in-house and at court. Assist in monthly, quarterly, and annual reporting and statistics. Straighten and stock the mediation rooms, reception area, and waiting room daily or more often as needed. Maintain office equipment and supplies; assist with IT and troubleshooting; and interface with vendors as needed.

Other Duties:

• Communicate regularly with all staff, including the Executive Director.
• Comply with all Ku‘ikahi Mediation Center policies and procedures, and attend staff meetings.
• Complete Basic Mediation Training, and be considered for the apprentice mediator program.
• Assist with community outreach, special events, and fundraising activities.
• Other duties and projects as assigned (including cross-training approved by Executive Director).

Continuous Quality Improvement:

• Institute, maintain, and update efficient systems and processes to ensure Ku‘ikahi Mediation Center maintains the highest level of professionalism in operations and service quality that exceeds client, mediator, and funder expectations.

Competencies:

• Strong people skills, especially empathic listening and ability to interface with volunteers.
• Ability to work with diverse individuals and groups.
• Excellent verbal and written communication skills.
• Works well independently as well as part of a team.
• Maintains confidentiality.
• Ability to remain calm and courteous when under stress or in difficult situations.
• Treats others with consideration and civility. Supports self-determination.
• Strong reasoning ability and problem-solving skills.
• Ability to multi-task.
• Strong attention to accuracy and detail.
• Self-motivated. Excellent time management and organizational skills to meet deadlines.

Qualifications:

Education/Experience:

• Associate’s or Bachelor’s degree required.

AND/OR

• 3-5 years of office and/or client services experience required.
• Previous experience working with volunteers preferred.

Background Check:

• Able to pass a pre-employment criminal background check.

Language Ability:

• Read and comprehend instructions and correspondence.
• Communicate effectively with staff, board members, volunteers, mediators, clients, and visitors.

Math Ability:

• Basic math skills (add, subtract, multiply, divide, determine percentages).

Computer Skills:

• Proficient in Microsoft Office (Word, Excel, Outlook), Adobe, internet, and databases.
• Proficient in and/or ability to learn DocuSign, Zoom, Google Drive, Square, etc.
• Comfortable learning new software and systems.

Working Conditions:

Equipment Use:

• Office phone system, computer, printer, scanner, copier, fax machine, calculator.
• Comfortable learning new software, hardware and technologies.

Work Hours:

• Up to 40 hours per week Monday to Friday, with occasional evening and weekend shifts.
• Requires regular and predictable attendance.

Physical Demands:

• Continuously sits and occasionally stands and walks.
• Frequently lifts and/or carries up to 15 pounds; occasionally lifts and/or carries up to 25 pounds.

The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individual with disabilities to perform the essential function of this position.

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Ability to Relocate:

• Hilo, HI 96720: Relocate before starting work (Required)

Work Location: In person