Administrative Assistant

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

Job summary

Easterseals Hawaii is seeking an Administrative Assistant/Direct Support Professional to support the Adult Home & Community-Based Services program. You will handle administrative tasks, data entry, reporting, and coordination with staff to ensure efficient operations and accurate records.

In the Direct Support role, you will assist participants with daily living activities, monitor safety, and document progress, while upholding HIPAA and promoting client growth in a supportive setting across

Qualifications

• Must be at least 18 years old and have a HS diploma or GED.
• Minimum of 1 year experience in administration.
• Associate’s degree preferred.
• Knowledge of HIPAA; strong written and verbal communication.
• Proficiency with MS Office and data entry systems.

Responsibilities

• Provides general administrative/project support for HCBS–Adult Services Program Manager and staff.
• Maintains participant records, drafts correspondence, handles mail, and manages records storage.
• Inputs participant data into DOH-DDD databases and prepares reporting materials.
• Attends meetings, takes minutes, and creates/edits program forms.
• Manages supplies, inventory, repairs, and petty cash; processes invoices.
• Supports DSP activities: data entry, training participation, and event coordination.
• Ensures safety, HIPAA compliance, and a clean work environment.

Skills

Administration experience

Communication

HIPAA compliance

Bilingual ability

Multitasking

Education

High School diploma or GED

Associate’s degree preferred

Tools

Microsoft Office/Excel

FoC web-based platforms

DOH-DDD databases

iPhone work cell phone

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. As an Administrative Assistant/Direct Support Professional, you will collaborate closely with our team to support the Adult Home & Community-Based Services Program. Your duties will include administrative tasks like assisting with reports, data collection, and general office duties. Additionally, you will promote the individual growth of program participants in a safe and positive learning environment (either in a program, community, or home-based setting) with a focus on increasing the participant’s options, opportunities, and community integration with daily life in support of our mission to make a positive difference. Our skilled staff will provide you with the training you need to feel comfortable and confident in all aspects of the role.

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.
• 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

Easterseals Hawaii is an equal opportunity employer.

Are you looking for more than just a job? Join our family of companies — Catalight, Easterseals Hawaii and Easterseals Northern California — and be part of a social enterprise committed to creating greater equity for people with developmental disabilities and building more inclusive communities. If you are bold, community-centered, equity-informed and wellbeing-driven — join us.