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Program Secretary with Driving

3 months ago

Hilo, United States Child and Family Services Full time

Established in 1899, Child & Family Service (CFS) is a community-based organization with a mission of strengthening families and fostering the healthy development children. CFS has been a fierce advocate for children and families in the midst of social injustices and inequalities. Our statewide support, counseling, and therapeutic programs help individuals and families heal from trauma, prevent abuse and neglect, and can break the cycle of generational poverty.

OUR MISSION

Strengthening families and fostering the healthy development of children.

OUR VISION

Healthy, thriving individuals and families building strong, multi-cultural communities across generations.

OUR VALUES

HOPE values: Humility, Ownership, Perseverance, Engagement

We offer an extensive array of benefits for our employee including paid time off, preventative health care paid time off, birthday floating holiday, volunteer floating holiday, 15 Paid Holidays in a Year (16 in an Election Year), Medical/Dental/Vision/RX plans, Opt-out incentive, 401(k), flexible spending plans, & more.

Come join Child & Family Service and help us serve thousands in our communities

SUMMARY OF DUTIES

As directed by the Island Director/ Program Director/ Program Supervisor, is responsible for providing administrative assistance to support goals of, and services provided by, Child and Family Service administration. Performs secretarial duties, recordkeeping, and administrative detail and follow-up functions. Involves a high degree of confidential information. May require driving to run errands.

Essential Functions

  • Maintains office communication: answers telephone calls, takes thorough messages, reroutes calls, and interacts with peers in an effective, supportive, and cooperative manner. Answers routine non-technical inquiries regarding the program/department and refers other questions to the appropriate personnel for assistance. Uses discretion and maintains confidentiality, as appropriate, in all work-related matters.
  • Receives and greets staff, visitors or participants; ascertains their needs and directs them accordingly. Monitors children and visitors in the reception area.
  • Establishes and maintains accurate files with cross-referencing of related files to allow for easy accessibility, to include case records and master cards. Keeps daily record of staff absences and appointments. Maintains computer files in an efficient manner.
  • Maintain office accounts and complete periodic reports as directed. (i.e. Tallies daily and monthly activity reports for staff and programs.) Type letters, memos and reports from rough draft, or dictation, to finished copy. Correlates and edits materials submitted by others.
  • Maintains confidentiality and integrity of records, reports, letters, accounts, minutes, and other information handled by the position.
  • Receives, opens, sorts, and directs incoming mail as well as routes outgoing mail as appropriate. Forwards documents requiring additional information as is appropriate to expedite administrative actions.
  • Monitors, maintains, and orders office supplies and may facilitate the purchase/lease, maintenance, and use of office equipment. Coordinates maintenance requests as needed.
  • Performs a variety of clerical duties incidental to the position, purpose, goals, and objectives of the Program Administrator or Program Director, the program/department, and the organization. Performs relief work for other secretaries as necessary. Runs errands (deliveries and pickups) as needed.
  • Maintains a pleasant and efficient office environment. Remains proficient and maintains diplomacy under pressure, such as those presented by workload and time constraints.
  • Performs other related duties as assigned.
EDUCATION AND TRAINING REQUIREMENTS
  • High school, plus additional courses or specialized training at business or community college, or other formal training facility or program.
EXPERIENCE
  • Over two years, up to and including four years.
SPECIAL KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
  • Typing at 45 wpm with accuracy in spelling and grammar.
  • Must possess organizational skills to perform assignments.
  • Able to understand and carry out oral and written instructions.
  • Good interpersonal skills.
  • Able to work flexible hours, including evenings and weekends if required.
  • Competent use of personal computer (MS Word) and routine office equipment such as facsimile machine, copier, and ten-key.
OTHER POSITION REQUIREMENTS
  • This job requires a valid Hawaii driver's license and a clear driver's abstract and continued employment may be contingent on maintaining a clear driver's abstract.
  • This job requires a valid Hawaii driver's license, a clear driver's abstract, and use of personal vehicle to transport participants, as needed, as well as a willingness to travel in personal vehicle on an as-needed basis throughout the island.
  • This job requires a valid Hawaii driver's license, a clear driver's abstract, and use of agency vehicle to transport participants, as needed, as well as a willingness to travel in personal vehicle on an as-needed basis throughout the island
  • This position is subject to a criminal background investigation and continued employment is contingent on a record clear of convictions.
  • Requires contacts both inside and outside the organization in order to furnish or obtain information and/or provide services. Normal courtesy, tact and discretion required.

At Child & Family Service, we value and celebrate diversity, equity, inclusion, and belonging. We are proud to be an equal opportunity employer and prohibit discrimination and harassment of any type without regard to race, color, religion, age, national origin, disability status, genetics, veteran status, sex, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We apply this to all aspects of employment, including, but not limited to, recruiting, hiring, promotion, transfer, leave of absence, and termination.