Administrative Assistant

catalight; Kapaa (HI); On-site; USD 42,000 - 54,000; 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 and provide direct support to participants to promote independence and community integration.

The role combines administrative duties with hands-on participant support in various settings, emphasizing safety, confidentiality, and compassionate care in a fast-paced environment.

Qualifications

• High School diploma or GED required; associate degree preferred.
• Minimum 1 year of administration experience.
• Strong written and verbal communication skills.

Responsibilities

• Provide general administrative support to HCBS program manager and staff.
• Compile and maintain participant records and prepare reports.
• Input participant data into program and health dept databases.
• Take minutes, manage mail, and maintain office supplies.
• Assist Direct Support Professionals with documentation and timekeeping.

Skills

Administrative support

Data entry

Communication

HIPAA compliance

Education

High School diploma or GED

Associate's degree preferred

Tools

Microsoft Excel

Office 365

iPhone/Smartphone

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

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,