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Administrative Assistant II

4 months ago

Wailuku, United States Parents And Children Together Full time
Job DescriptionJob DescriptionParents and Children Together is a statewide company that works with Hawaii’s children, individuals, and families to create safe and promising futures. Our vision is for Hawaii to be a peaceful, safe, and vibrant community with opportunities for all to fulfill their dreams. Our company culture is deeply embedded by our Core Values of Respect, Collaboration, Informed Approach, Excellence, Holistic Care and Future Focused.

If our mission and core values resonate with you, please consider us an organization to join. You’ll be joining one of Hawaii Business Magazine’s recognized Best Places to Work recipient for 2024 and for the previous 10 years.

Job Title: Administrative Assistant

Location/Work Status: Wailuku, Hawaii with flexible work environment

Job Type: Regular Full Time, Non-Exempt

Compensation: $18.84/hour with competitive benefits package

Benefit Highlights:

  • 21 Paid Vacation Days, 12 Paid Sick Days, and 14 Paid Holidays
  • Medical Coverage through Kaiser or UHA – you chose the best option for your family
  • 401K or Roth with 4% Employer Match
  • Life Insurance
  • Pet Insurance

Summary of Position:

The Administrative Assistant (AA) II provides administrative and clerical support to the Program Director, Supervisors, and the staff of the Maui programs and back-up support to the other administrative and clerical positions. This position communicates with external and internal referral sources by accepting and processing all in-coming referral paperwork as well as all administrative duties needed to maintain an accurate and organized client record. This position is under the direct supervision of the Program Director.

Essential Duties:

  • Performs general clerical and administrative support such as word processing, including coordination and production of contractual required reporting, correspondence, telephone and in-person reception, filing, data entry, record maintenance, faxing, and timely and accurate data entry into PACT’s eHana and/or assigned program’s data systems.
  • Maintains confidentiality and tracks client information and referrals in the eHana record system; responds to calls from referred clients; explains the scope of service and/or the waitlist process; calls clients to cancel visits when necessary; and documents client contact in the client record.
  • Accepts and processes all incoming referral paperwork from assigned program in preparation for the Program Supervisors’ review and assignment to staff.
  • Works in conjunction with assigned Program Supervisors to identify, collect, and input all data needed for funder reports. This position will be assigned to assist specific programs as designated by the Program Director.
  • Maintains client files from intake to discharge, including the insertion of external documents; providing information to funders as requested; and ensuring completeness of the client file at the end of service.
  • Develops and follows office procedures and forms as needed, orders, and maintains office supplies; coordinates the repair and maintenance of office and facility equipment as directed.
  • Reconciles financial accounts such as purchase orders and mileage reimbursement for assigned Maui staff.

Minimum Qualifications:

Education / Training:

High School diploma, required.

Two (2) years’ experience in an administrative position, required.

Preferred Qualifications:

One (1) year experience in human services, preferred
Other:
  1. Be at least 18 years of age.
  2. Possesses and maintains a valid driver’s license.
  3. Has daily access to an automobile.
  4. Possesses and maintains proof of no-fault insurance.
  5. Can obtain a State Criminal History check upon initial hire, one year later, and every other year thereafter or as requested.
  6. Can obtain an acceptable National Sex Offender registry check upon initial hire, one year later, and every other year thereafter or as requested.