Program Assistant

3 weeks ago

Honolulu, Hawaii, United States The Salvation Army USA Western Territory Full time
Job Summary:

The Salvation Army USA Western Territory is seeking a highly organized and detail-oriented Program Assistant to support the Rehabilitation Services Department. As a key member of the team, you will provide administrative support, maintain accurate records, and ensure the smooth operation of daily activities.

Key Responsibilities:

• Provide administrative support to the Rehabilitation Services Department, including typing, mailing, and emailing correspondence.
• Develop and maintain contact and service provider/referral lists, as well as create agendas and keep minutes for boards, councils, committees, and other meetings.
• Greet visitors, beneficiaries, and staff courteously and direct them appropriately, answer telephone calls, and take messages for Rehabilitation Services staff.
• Assist with processing new beneficiary applications, including checking BITS and Megan's Law, taking photos for badges, and administering drug tests for applicants of the same gender when necessary.
• Prepare and maintain all beneficiary files, including regular updates of the computer database (BITS), and ensure the security of beneficiary files and maintain a log of all files checked out for use by staff or interns.
• Maintain Transitional Housing files and compile weekly reports, process discharge summaries, and forward data to appropriate agencies and/or individuals.
• Operate and maintain office equipment in proper working order, prepare work orders, supply orders, requests for service, etc., as needed or requested in a timely manner.
• Prepare and maintain lists for scheduled activities and personnel, as needed, including Gratuity Lists, Group Rosters, Counseling assignments and schedules, passes, etc., as delegated and required.
• Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference, and prepare conference minutes, attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings, and attend other meetings as requested.
• Prepare all reports as required by the Administrator, including monthly center stats if assigned, and assist with program research projects as assigned.
• Oversee front desk operations, scheduling of interns, and ensure posting of daily classes and activities, serve as a role model for all beneficiaries regarding behavior in beneficiary care areas, and assure that safety measures are established and maintained consistent with ARC policy and governmental regulations.
• Maintain confidentiality in accordance with established policies and laws to help maintain the integrity of the total program, and oversee all aspects of beneficiary food stamp application and the processing of cards with bookkeeper, build a strong relationship with Social Services office, and provide all monthly paperwork required to maintain The Salvation Army Adult Rehabilitation Center's eligibility to receive food stamps.
• Prepare and serve on the Review team for Beneficiary Three and Five-month reviews if assigned, prepare certificates and awards for Wednesday graduation ceremonies, and perform other duties as assigned by the ARC Administrator.

Requirements:

• High school graduate or equivalent.
• Able to operate basic office machines, including computer, photocopier, time clock, and telephone.
• Knowledge of Microsoft Office programs, MSWord, Excel, and Access, with ability to learn additional software as appropriate.
• Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
• Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
• Professional judgment and integrity in holding in confidence all information pertaining to beneficiaries, beneficiary families, and co-workers.
• Commitment to support and apply the philosophy and goals of The Salvation Army Adult Rehabilitation Center Program and the ARC Mission Statement.
• No evidence of existing chemical dependency.
• If in recovery, shall be free of and have had at least one year free of any chemical abuse or dependency.

Physical Requirements:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and other office equipment.
• Ability to communicate clearly on the telephone.
• Ability to lift up-to 30lbs.
• Ability to perform various repetitive motion tasks.

Equal Opportunity Employer:

The Salvation Army USA Western Territory is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to creating an inclusive environment that values diversity, equity, and inclusion. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic.

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