What are the responsibilities and job description for the Special Events Assistant position at Helping Hands Hawaii?
To perform a variety of administrative tasks and projects related to the Community Clearinghouse (CCH) services, primarily Ready to Learn (RTL) and Adopt a Family (AAF). Activities will include, but are not limited to, processing applications, maintaining program databases, responding to inquiries and coordinating event activities.
Availability:
- Monday - Friday 8am - 4:30pm with some Saturdays.
Essential Duties & Responsibilities:
- Assist with the coordination of events, Ready to Learn and Adopt a Family events, under the supervision of the manager.
- Maintains event inboxes (i.e. voicemail, email, mail) to ensure all inquiries (from clients, donors, partners, and other stakeholders) are addressed appropriately and in a timely manner.
- Maintains the program's database, which includes verifying completeness of forms and applications and entering all information into the program's database.
- Maintains files, which includes labeling and saving forms and applications in the appropriate folders.
- Assists with ordering event supplies, which includes but may not be limited to getting price quotes, keeping inventory of supplies, completion of accounting forms, scanning and filing receipts and invoices appropriately.
- Assists with coordination of collection drives, client and donor appointments, distribution events, and other special events.
- Assist with training and supervision of volunteers and interns.
- Assist with sending out surveys and acknowledgements to partners, clients, and donors.
- Complete administrative tasks, which include but may not be limited to form processing, data entry, photocopying, word processing and filing.
- Assist with answering incoming phone lines and routes to appropriate departments and/or contact person.
- Assist with outreach efforts to actively solicit potential applicants for the Community Clearinghouse programs and services.
Qualifications:
- High School Diploma or equivalent
- Six (6) months to one (1) year of job-related experience where knowledge and abilities have been demonstrated, preferably in the Human Services environment.
- An associate's degree or higher in social sciences and/or related field may be substituted in lieu of the above mentioned experience requirement.
- Effective communication skills (i.e. verbal, written and listening) with a proven ability to take and relay detailed and accurate information.
- Extensive working knowledge of computer programs including but not limited to Microsoft Outlook, Word, Excel, and other database operational software.
- Ability to work directly and collaboratively with diverse people and programs found in a multi-faceted agency and community.
- Detail oriented, organized and ability to multi-task.
- Valid Driver's license and willingness to use properly insured vehicle.
Must comply with company code of ethics, confidentiality practices, HIPAA, safety and all other policies and procedures.
EEO/AA/M/F/Vet/Disability