Vacancy expired!
Lanakila Pacific is one of Hawaii's largest non-profit organizations and we help build independence for thousands of people living challenged lives. We are a family of programs and services that enable adults with disabilities, ranging from cognitive, physical and age-related challenges, to reach their goals and potential, while building independence and promoting community inclusion. Our organization serves and benefits over 2,000 people annually, right here in our own community.
Lanakila Pacific supports the hiring of individuals with cognitive, physical, social or age-related challenges. We strongly encourage individuals with challenges or disabilities to apply.
Administrative Assistant - Training & Advocacy Program
POSITION SUMMARY:
Performs technical and administrative services for the Training & Advocacy Program, case management and data processing functions. Duties include data input, filing and recording records of pertinent confidential information, record keeping, statistical report preparations, assists with E&T and VWATS monthly billing, answering phones, email correspondence and follow up, coordination of meetings and functions along with other administrative duties, preparation and management of special events and other administrative support duties
KEY SUPPORT RESPONSIBILITIES:
Position Specific Duties:
Performs administrative duties, which include answering/directing incoming telephone calls, mail and correspondence, photocopying, faxing and filing.
Manages the upkeep of current and existing file systems.
File and maintain documents in an accurate, current, organized and confidential manner.
Assists with scanning, training and billing invoices into designated data file systems.
Maintains and updates data tracking functions and databases.
Perform data entry to ensure records are complete and accurate.
Assists in the production of and revisions to written materials, which includes periodic reports, evaluations, manuals, memos, correspondence, meeting minutes, forms and proposal responses.
Supports with setting up staff meetings, trainings, tours, info sessions, and scheduling/ requesting support services.
Conducts tours and answers general questions about the organization.
Ordering of supplies, reconciliation of corporate credit card and assistance with event planning.
OTHER DUTIES:
Ensures confidentiality of records. Does not disclose information except when following the guidelines stipulated by Lanakila Pacifics policies and procedures.
Participate in maintaining a safe and healthy working environment.
Responsible for all assigned materials, supplies, and equipment.
Attends training sessions as mandated by organizational policy and or as recommended by management.
Perform all other duties as assigned.
Support and participate in the safeguard, security, and confidentiality of all data, records, company properties, program participants and personnel.
Demonstrate the organizations values of Teamwork, Excellence, Achievement, Motivation and Lanakila in all personal interactions with others.
Must be culturally competent and able to interact effectively with people of different cultures, socio-economic backgrounds, and cognitive abilities.
Performs other duties as assigned to meet departmental and organizational goals and objectives.
Willingness to gain and possess a thorough knowledge of all of Lanakilas programs.
Be a role model for the participants to emulate (i.e. grooming and dressed in compliance with the organizations dress code, reliable attendance, pleasant and professional attitude, etc.).
Safety and Facility:
Ensures compliance with all safety and confidentiality standards.
General Administrative:
Answers telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals and/or follow-up with callers.
Provides technical and administrative assistance to staff to include maintenance of program/personnel files, attendance reports, billing invoices, program supplies.
Receives and distributes incoming faxes, mail, or packages to respective departments/programs.
Maintains and updates data tracking functions and databases.
Perform data entry to ensure records are complete and accurate.
Assists in the production of and revisions to written materials, which include monthly, quarterly and annual reports, manuals, memos, correspondence, minutes, forms and proposal responses.
Assists with setting up staff meetings, trainings, tours, information sessions, and scheduling
Safeguards the confidentiality of records of employees and other information related to Lanakila Pacific.
KEY ACCOUNTABILITIES:
Organizational Relationship
Demonstrate Lanakila Pacifics values of teamwork, excellence, achievement, motivation
and Lanakila in all personal interactions with others and exemplify Lanakilas STAR service standards.
Must comply with established policies, procedures, and practices.
Competencies:
Industry Knowledge: understands the key needs of the industry and how it relates to Lanakila Pacific.
Communication: ability to facilitate the transfer of information and knowledge through vocal, written, and non-verbal communication; ability to engage in active listening; ability to choose a communication behavior that is both appropriate and effective for a given situation.
Relationship Management: ability to work cooperatively with diverse groups of people; ability to demonstrate interpersonal skill to interact with external and internal customers.
Critical Evaluation: ability to use logic and reasoning to identify which information to obtain to accurately direct the situation to the proper person for attention.
Leadership: ability to use good judgment and ability to perform under pressure.
Technology: Technology: ability to use various software systems, Microsoft office products, and standard office equipment and tools to complete job requirements, submit reports.
Working Conditions/Hours:
Typically, Monday through Friday between 8:00 am and 5:00 pm; indoors, office setting, occasionally outdoors; will travel to coach employees at their worksites, meeting sites, etc., as required; may be required to work outside of normal business hours.
KEY SELECTION CRITERIA:
Required:
Education: HS Diploma or equivalent
Experience: Minimum of 2 years administrative experience
Clearances/Certification: 1) TB clearance; 2) Criminal Background Check; 3) Child Protective Service/Adult Protective Service check; 4) Must maintain valid drivers license and clean drivers abstract (level 2 driver)
If you are interested in the position, please complete an application on our website www.lanakilapacific.org/employment
Lanakila Pacific is an equal opportunity employer.ãAs part of our mission, we strongly encourage individuals with challenges or disabilities to apply.
https://www.eeoc.gov/employers/upload/posterscreenreaderoptimized.pdf
Vacancy expired!