Administrative Assistant

Apply directly at www.meoinc.org

SUMMARY:

Provide administrative support to the Director and program staff as needed. Oversee, manage and coordinate Community Services programs including SCSEP, BEST, Elance Hispano, Employment Services, and Maui Dislocated Workforce Development Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Regularly exercises discretion, independent judgement and decision making while performing duties and responsibilities.

• Oversees and coordinates program activities in accordance with funding guidelines.

• Supervises program staff to ensure client outcomes and program quality are documented and reported correctly.

• Facilitates assistance and referrals as needed.

• Collects and compiles data and completes reports for identified programs.

• Keeps the Director aware of deadlines, appointments and priority work.

• Screens incoming telephone calls and greets on-site clients and visitors.

• Monitors visitors' access into the office providing guidance when necessary.

• Gathers and assembles material and data required by the program for correspondence, reports and proposals.

• Formats, compiles, circulates and finalizes letters, correspondence, grants and reports as appropriate.

• Assists with seeking quotes for program purchases of materials and equipment.

• Works with the Purchasing Specialist to process requisitions and orders for program and department use.

• Maintains administrative files.

• Orders and maintains office supply inventory.

• Promotes and maintains a high level of customer service, ensuring that client needs are met.

• Attend pre-approved workshops and training related to the position.

• Maintains confidentiality at the highest level.

• Promotes and maintains safety culture for staff and clients.

• Regular attendance.

NONESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

· Directly supervises Community Services Programs Staff including SCSEP, BEST, Elance Hispano, Employment Services, and Maui Dislocated Workforce Development Program.

· Carries out supervisory responsibilities in accordance with the agency’s policies and applicable laws.

· Responsibilities include, in coordination with Director, interviewing, hiring and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Experience in office administration or similar duties.

· Proficient use of computer applications including word processing, e-mail, Internet access, mail merge, spreadsheets and desktop programs.

· Organized, detail and task oriented.

· Ability to use good judgment.

· Excellent interpersonal skills, which include, verbal, written and listening.

· General understanding of budget development, financial management, and report writing.

· Knowledge and application of proper telephone etiquette.

· Working knowledge of basic office machines.

EDUCATION and/or EXPERIENCE:

· Bachelor's degree from four-year college or university in a related field and two (2) years’ experience to include supervisory experience, or equivalent combination of education and experience.

LANGUAGE SKILLS:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

• Ability to write reports and business correspondence.

• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers.

REASONING ABILITY:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Works well under pressure.

• Cooperative and polite team player.

• Ability to interact, relate and have compassion for persons with mental and/or physical disabilities.

• Ability to interact and relate to children and families.

• Ability to establish working relationships with appropriate community agencies.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid driver's license and access to an insured vehicle.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Frequently required to sit; use hands to finger, handle, or feel; and talk or hear.

• Occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

• The employee must regularly lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds.

• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Occasionally exposed to moving mechanical parts and outside weather conditions.

• The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $53,466.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $53,466