Administrative Assistant

Easter Seals Hawaii; Lihue (HI); On-site; USD 26,000 - 28,000; Full time

Job summary

Easter Seals Hawaii is seeking an Administrative Assistant for the Early Intervention program in Hawaii. The role provides essential administrative support to the EI Program Manager and staff, including records management, report preparation, and front-line coordination with families and professionals.

The ideal candidate has at least one year of admin experience, strong Microsoft Office skills, and a commitment to privacy and confidentiality under HIPAA.

Qualifications

• High School diploma or GED required.
• Minimum one year of administration experience.
• Associate’s degree from an accredited college or university preferred.
• Knowledge & Skills: Interacting with families, professionals, and paraprofessionals.
• Understanding of HIPAA requirements and confidentiality.
• Operating knowledge of computer applications including Microsoft Office (Outlook, Word, Excel).
• Typing at a minimum of 60 words per minute.

Responsibilities

• Provides general administrative/project support for the EI Program Manager and staff.
• Compiles and maintains records and forms for all participants.
• Drafts and distributes correspondence for the Program Manager and professional staff.
• Coordinates incoming and outgoing mail and manages records storage and destruction.
• Inputs and maintains participants’ information into the DOH-EIS databases and prepares reporting information.
• Attends, participates in, and takes minutes for meetings.

Skills

Microsoft Office

Typing 60 wpm

HIPAA knowledge

Data entry

Customer service

Multitasking

Confidentiality

Education

High School diploma or GED

Associate’s degree preferred

Tools

Outlook

Word

Excel

Job description

Interested in putting your talents to work reimagining the way the world experiences healthcare? Look no further, the Administrative Assistant, Early Intervention is a key member of our team, who provides administrative support to ESH Early Intervention Program, including assisting with reports, data collection and general administrative tasks. ensuring an efficient, thorough, and compassionate experience. Besides being a people person, hyper-organized, and wanting to go the extra mile, successful multi-tasking is also part of the magic for this role, as you will utilize your agility and effectiveness in connecting with our staff and the families we serve. The ideal candidate will focus on excellence, be highly collaborative, voraciously curious, innovative by nature, and passionate about transforming healthcare. Joining our team also means that you want to be part of a culture that celebrates diversity, demands inclusion, and wants you to be authentically you. JOIN US!

ESSENTIAL JOB FUNCTIONS

• Provides general administrative/project support for the Early Intervention (EI) Program Manager and staff.
• Compiles and maintains records and forms for all participants.
• Drafts and distributes correspondence for the Program Manager and professional staff.
• Coordinates incoming and outgoing mail.
• Coordinates and maintains the storage and destruction of records.
• Inputs and maintains participants’ information into the Program and Department of Health-Early Intervention Section (DOH-EIS) databases.
• Compiles and prepares information for all reporting periods.
• Provides information and assistance to callers and visitors.
• Attends, participates in, and takes minutes for meetings.
• Creates and modifies forms for program operations/events.
• Maintains office and program supplies and equipment.
• This includes scheduling repairs, ordering supplies, and conducting an annual inventory.
• Serves as Petty Cash Fund Custodian as outlined by ESH.
• Prepares and submits invoices and request for payment forms.
• Processes forms/documents from employees, including timesheets, mileage reimbursements and annual requirement documents.
• Serves as back-up for Data Clerk.
• Attend, participate and collaborate in organization as well as department meetings, training, volunteer (and practicum) programs and events.
• Assists with other department duties as outlined by manager.
• Assists in maintaining a clean, hygienic, safe and “childproof” environment.
• Reports any safety concerns to the Program Manager.
• Must report in person to assigned office location a minimum of 3 days per week, up to 5 days per week, dependent on program needs as directed by management team.
• Must report in person to assigned office location within 24 hours as directed by EIS.

QUALIFICATIONS

• Minimum Education, Experience & Training Equivalent to: 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: Understanding and compatibility to interact with families, professionals, and paraprofessionals.
• Understanding of, and respect for children with special needs and their families.
• Positive public relations attitude and approach when interacting with those served and the general public.
• Exercises confidentiality and discretion pertaining to the work environment and maintain all HIPAA requirements.
• Appropriately interprets and implements policies, procedures, and regulations of ESH; training provided.
• Works independently and takes initiative to complete assignments.
• Operating knowledge of a computer, applications and software, standard office and Microsoft (Outlook, Word and Excel).
• Typing at a minimum of 60 word per a minute.
• A commitment to the values of the organization while demonstrating good judgment, decision-making, flexibility, patience and discretion when dealing with confidential and sensitive matters.
• Work comfortably with individuals at all levels within the organization.
• Handles multiple tasks, adheres to timelines, and processes urgent projects while maintaining an attention to detail.
• Responds appropriately and immediately to emergencies as defined by ESH Emergency Procedure Guide/Safety Manual.

Physical Requirements:

Stand or sit for extended periods of time, stand for up to 6-8 hours a day. Frequent speaking and listening to clients, staff, and others in the workplace. Utilize computer, cell phone or desk phone and scanner/printer. Frequent proofreading and checking documents for accuracy. Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace.

CONDITIONS OF EMPLOYMENT

• Must 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.
• Must pass health screenings, obtain vaccinations and clear TB testing based on company policies.
• Must obtain and maintain clearance through the Office of Inspector General.
• Must attend all required training.

Time Type: Full time Compensation: $19-20 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.

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.