Administrative Assistant

Easterseals Hawaii; Kapaa (HI); On-site; USD 28,000 - 30,000; Full time

Job summary

Easterseals Hawaii in Kapaa, HI is seeking an Administrative Assistant/Direct Support Professional for the Adult Home & Community-Based Services program. The role splits 50/50 between administrative tasks and direct participant support, delivering efficient, compassionate service.

You will manage records, assist participants with daily living, document data entry, and participate in meetings and training while upholding HIPAA and safety requirements.

Qualifications

• Must be at least 18 years old.
• High School diploma or GED required.
• Minimum one (1) year experience in administration.
• Associate’s degree from an accredited college or university preferred.

Responsibilities

• Provide general administrative support for the HCBS Adult Services Program Manager and staff.
• Compile and maintain records and forms for all participants; draft/circulate correspondence; manage mail and record destruction.
• Input participant information into DOH-DDD databases and prepare data for reporting periods.
• Assist callers/visitors, attend meetings, draft/modify program forms.
• Maintain office supplies, schedule repairs, and conduct annual inventory.
• Serve as petty cash custodian and process invoices/payments.
• Attend meetings and trainings; support department events and volunteers.

Skills

ASL/Bilingual

Verbal & written comm

MS Office/Excel

Multitasking

HIPAA compliance

Cultural sensitivity

Policy interpretation

Time management

Education

Associate degree

Job description

Are you passionate about transforming healthcare and making a positive impact? Join us at Easterseals Hawaii as an Administrative Assistant/Direct Support Professional in our Adult Home & Community-Based Services Program. This role plays a pivotal part in providing both administrative and direct support to program participants, ensuring an efficient, thorough, and compassionate experience.

Essential Job Functions

Administrative Assistant (50%)

• Provides general administrative/project support for the Home and Community Based Services (HCBS) – Adult Services Program Manager and staff.
• Compiles and maintains records and forms for all participants, including drafting and distributing correspondence, coordinating incoming and outgoing mail, and managing the storage and destruction of records.
• Inputs and maintains participants’ information in the Program and Department of Health-Developmental Disabilities Division (DOH-DDD) databases, and compiles and prepares information for all reporting periods.
• Provides information and assistance to callers and visitors, attends and takes minutes for meetings, and creates and modifies forms for program operations/events.
• Maintains office and program supplies and equipment, including scheduling repairs, ordering supplies, and conducting an annual inventory.
• Serves as Petty Cash Fund Custodian as outlined by ESH and prepares and submits invoices and requests for payment forms.
• Attends, participates in, and collaborates in organization as well as department meetings, training, volunteer (and practicum) programs, and events.
• Assists with other department duties as outlined by the manager, and helps maintain a clean, hygienic, and safe, environment, reporting any safety concerns to the Program Manager.

Direct Support Professional (50%)

• Support participants to achieve the highest level of independence possible in pursuit of their definition of a “good life.”
• Provide input on and implement the participant’s Individual Plan in program, community or home environment.
• Follow organizational guidelines to promote the participant’s health and safety.
• Monitor, respond to and report issues of concern to the Case Coordinator or Program Manager the same day they occur.
• Provide personal care and assist with daily living activities (toileting, dressing, wheelchair transfers, feeding, etc.) as needed, while respecting the participant’s privacy and confidentiality.
• Accurately complete all participant-related data and documentation by the assigned deadline via a web-based platform.
• Accurately complete time cards daily, leave requests, required credentialing documents, work related training and other required paperwork by the assigned deadline via the Family of Company’s (FoC) web-based platforms.
• Attend and participate in department meetings and trainings as required.

Qualifications

• Must be at least 18 years of age.
• High School diploma or GED required.
• Minimum one (1) year experience in administration.
• Associate’s degree from an accredited college or university preferred

Knowledge & Skills

• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
• A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters, including maintaining HIPAA requirements.
• Aptness to communicate effectively verbally and in writing; American Sign Language or bilingual ability preferred.
• Propensity to appropriately interpret and implement policies, procedures, and regulations of ESH; training provided.
• Knowledgeable and skilled in computer/Microsoft processing software and excel. Must be able to use an iPhone or work cell phone if applicable.
• Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
• Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.

Physical Requirements

• Must be able to communicate effectively within the work environment, read and write using the primary language within the workplace.
• Frequent bending, reaching, squatting, kneeling, twisting to observe, assess, and interact with participants.
• Provide assistance during wheelchair transfer when applicable and ability to use Hoyer lift.
• Frequent driving to and from office, community and participants home.
• Ability to stand or sit for extended periods of time, stand for up to 6-8 hours a day.
• Utilize computer, cell phone (iPhone), desk phone, scanner/printer for effective communication.
• Occasional lifting, carrying, and loading/unloading materials up to and including 50 lbs.
• Visual and auditory ability to work with participants, staff and others in the workplace continuously.
• Frequent speaking and listening (50%) to participants, staff, and other professionals in meetings and on the phone.
• Frequent exposure to disability disorders in clients; occasional emergency situation; occasional exposure to trauma; constant participant contact and decision making; constant concentration required when working with participants.
• Aptness to physically implement behavior management strategies including responding to physically aggressive behavior.

CONDITIONS OF EMPLOYMENT

• Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Able to travel to multiple work sites and client homes. Reliable transportation needed.
• Must have valid Hawaii Driver’s License/insurance and maintain a clean driving record.
• Must pass health screenings, obtain vaccinations and clear TB testing based on company policies.
• Ability to obtain and maintain clearance through the Office of Inspector General.
• Ability to obtain and maintain current First Aid and CPR certification.
• Must attend any required training.

Time Type

Full time

Compensation

$20-22 Hourly

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.

Easterseals Hawaii is an equal opportunity employer.