What are the responsibilities and job description for the Keʻena Hoʻokele (Hilo, Hawaiʻi): Kākia Keʻena (Administrative Assistant) position at Aha Punana Leo, Inc.?
Essential Functions and Basic Duties:
1. Ensure office effectiveness and efficiency at the Puuhonu office.
a. Oversees the regular maintenance of office equipment
i. Postage Machine
ii. Copier
iii. Telephone system
iv. Furniture
v. Internet
vi. Waterman
b. Coordinates travel arrangements (hotel, air, land and per diem)
i. Uploads information into Microix
ii. Emails out travel itineraries
iii. Makes any necessary changes or cancellations
c. Serves as the primary contact for scheduling facility maintenance
i. Grounds keeping at Puuhonu and Kinoole
ii. Interior and exterior office lighting
iii. Orkin Pest Control
iv. Solar panels
d. Maintains office calendar
i. Events
ii. Meetings
iii. Trips
e. Manages reception area to ensure effective telephone and mail communications.
i. Greets and assist visitors in a courteous manner
ii. Receives, dates and distributes mail to appropriate department.
iii. Logs the receipt of business checks
iv. Directs calls and responds to general inquiries
v. Prepares necessary labels for shipping parcels and letters
vi. Maintains certified receipts for verification of mail sent
f. Prepare for office meetings and visits.
i. Purchase and prepare refreshments
ii. Provide airport pick-up/drop-off if needed
iii. Sets up meeting room
g. Anticipates and ensures adequate office supplies are on hand.
h. Manage donations to the organization.
i. Monitor receipt of donations received via email and mail
ii. Log necessary information for reporting purposes
iii. Send out thank you letters accordingly
i. Oversee employee uniform orders
i. Coordinate with vendor
ii. Communicate ordering schedule with employees
j. Manage APL equipment inventory
i. Manage inventory log of current APL equipment
ii. Order new equipment as advised.
k. Perform other related duties as required.
Minimum Qualifications
- Successful completion of Third-Year Hawaiian language and a commitment to continue Hawaiian Language learning.
- High School Diploma or GED equivalent
Working Conditions
- Work is typically conducted Monday through Friday at normal business hours.
- Must attend and participate in the annual Aha Nuukia staff development.