Administrative Assistant

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

Job summary

Easterseals Hawaii seeks an Administrative Assistant for the Early Intervention program to provide essential administrative support to the EI team. You will help with reports, data collection, correspondence, and records management to ensure a smooth, compliant operation.

You’ll work closely with families and staff, maintain confidentiality, and support with calendars, mail, and equipment while supporting the program’s mission and quality standards.

Qualifications

• High School diploma or GED required.
• Minimum one year experience in administration.
• Associate’s degree from an accredited college or university preferred.

Responsibilities

• Provides general administrative/support for EI Program Manager and staff.
• Compiles and maintains participant records and forms.
• Drafts and distributes correspondence for program staff.
• Coordinates mail and records storage/destruction.
• Inputs participant information into EI/DOH-EIS databases.
• Prepares information for reporting periods.
• Attends meetings and takes minutes.
• Maintains office supplies and schedules repairs.
• Processes invoices and payments as needed.
• Back-up for Data Clerk.

Skills

Highly organized

People person

Multi-tasking

Communication

Time management

Confidentiality

HIPAA compliance

Independent worker

Team collaboration

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

Easterseals Hawaii is an equal opportunity employer.