Executive Support Specialist

6 days ago

Honolulu, Hawaii, United States Parents and Children Full time

We are seeking a highly skilled and organized Executive Support Specialist to join our team at Parents and Children Together. This role will provide administrative and clerical support to the Senior Program Director, Supervisors, and staff of the Family Visitation Center.

About Us

At Parents and Children Together, we are committed to creating safe and promising futures for Hawaii's children, individuals, and families. Our vision is for Hawaii to be a peaceful, safe, and vibrant community with opportunities for all to fulfill their dreams. We strive to embody our Core Values of Respect, Collaboration, Informed Approach, Excellence, Holistic Care, and Future Focused in everything we do.

Job Description

This position will communicate with external and internal referral sources by accepting and processing incoming referral paperwork, as well as performing various administrative duties to maintain accurate and organized client records and visitation center operations.

Responsibilities
  • Perform general clerical and administrative support tasks such as word processing, coordination and production of contractual reporting, correspondence, telephone reception, filing, data entry, record maintenance, faxing, and timely and accurate data entry into PACT's eHana and/or assigned program's data systems.
  • Maintain confidentiality and track client information and referrals in the eHana record system; respond to calls from referred clients; explain the scope of service and/or waitlist process; cancel visits when necessary; and document client contact in the client record.
  • Assist the FVC Program management team with organizing program activities as assigned; attend staff meetings and committees; and prepare minutes as requested.
  • Work with assigned Supervisors to identify, collect, and input data needed for funder reports.
  • Maintain client files from intake to discharge, including inserting external documents; providing information to funders as requested; and ensuring completeness of the client file at the end of service.
  • Develop office procedures and forms as needed; order and maintain office supplies; coordinate the repair and maintenance of office and facility equipment as directed.
  • Reconcile financial accounts, including purchase orders, petty cash, mileage reimbursements, and client fees; ensure that all documentation is forwarded to PACT's Fiscal department in a timely manner.
Requirements
  • High School diploma required; one year of experience in an administrative or clerical position required.
  • Possess and maintain a valid driver's license; have daily access to an automobile.
  • Possess and maintain proof of no-fault insurance.
  • Can obtain a State Criminal History check upon initial hire, one year later, and every other year thereafter or as requested.
  • Can obtain an acceptable National Sex Offender registry check upon initial hire, one year later, and every other year thereafter or as requested.
Salary and Benefits

The estimated salary for this position is $19.22/hour, with a competitive benefits package that includes 21 paid vacation days, 12 paid sick days, and 14 paid holidays. Medical coverage is available through Kaiser or UHA, and a 401K or Roth retirement plan with 4% employer match is also offered.

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