Administrative Assistant

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Full-Time Regular Lihue, HI, US

Salary Range: $17.00 To $19.50 Hourly

Goodwill Industries of Hawaii, Inc.

Job Description

Job Title: Administrative Assistant I and II

Division: Mission Services

Department: Workforce Development

Reports To: Program Coordinator

FLSA Status: Non-Exempt

Reviewed By: Human Resources

SUMMARY

Supports the work programs in meeting contracted requirements and program goals. Responsible for clerical work and administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following. Other duties may be assigned.

Serves as initial point of contact for the program. Courteously and professionally greets and assists customers (i.e. clients, employers, funder, community partners) in-person, by phone, email and other means. Communicates with staff and other parties/persons to ensure a smooth flow of communication and timely delivery of program services.

Composes correspondence and other documents. Reads and routes incoming mail.

Operates various standard office machines: computer, printer, Xerox machine, shredder and postage machines.

Assists supervisor with Pre-Intake process. Schedules Orientation and Intake appointments.

Assists with collecting program data/statistics and narratives. Assists with report preparation and other urgent data/statistical requests.

Inputs data into State and Goodwill computer systems on client activities. Working knowledge of databases and Microsoft Office suite.

Schedules appointments, gives information to callers, takes meeting minutes, composes and types correspondence, routes incoming mail, processes outgoing mail and performs other administrative and clerical duties as assigned.

Greets and assists visitors and clients as they come in for assistance and/or various appointments.

Assists with various funder and GIH statistical reports when requested, and submits reports to Program Supervisor.

Reviews and prepares IO forms and information for assembling into new client files.

Assists program supervisor with coordinating training for staff – including DHS and HANA training.

Responsible for completing Add, Change, Delete and other IT forms for DHS and GIH and submitting to Supervisor for review and approval prior to submitting to respective person/department.

Assists program supervisor with contracts related to new referrals, partnering agencies, and network of support.

Communicates with other agencies and persons to ensure a smooth flow of communication takes place to support program services

Assists program supervisor with tracking monthly File Audits and reports. Follows up with staff to ensure that any discrepancies are corrected in a timely manner.

Serves as primary assistant to program supervisor for preparation of Internal Monitoring, Funder Auditing, CARF preparation and other quality assurance activities as needed.

Coordinates the annual dispersal of Satisfaction Surveys to active clients.

Ability to provide customer service that effectively uses verbal de-escalation techniques with tact and understanding.

Prepares regularly scheduled and as needed mail outs and information distribution, including the accessibility survey, satisfaction survey, and post-services follow up survey.

Coordinates the ordering of office supplies and equipment. Monitors supply usage

Carries out the policies and procedures of the agency and the program through interagency and interoffice teamwork.

Helps maintain office community resource listing in order to facilitate success in servicing program participants.

Understands and supports implementation of concepts related to self-determination for consumer.

Conducts work in a safe and responsible manner, utilizing protective clothing and/or equipment when appropriate. Complies with all safety standards.

Responsible for awareness of and adherence to all company and safety policies and procedures.

Ensures that confidentiality is maintained in accordance with contract, State, and Federal law including HIPAA. Maintains and keeps track of compliance related information and data to assure compliance with CARF, all Federal and State requirements including Wage and Hour Laws, and Federal posting requirements.

Works on special projects as assigned by the program supervisor or MS Leadership.

SUPERVISORY RESPONSIBILITIES

This job has no direct supervisory…