Program Administrative Assistant

The Salvation Army USA Western Territory; Honolulu (HI); On-site; USD 42,000 - 58,000; Full time

Job summary

The Salvation Army USA Western Territory in Honolulu, HI seeks a PROGRAM AIDE to support ARC operations and provide essential administrative assistance to Rehabilitation Services. The role includes handling correspondence, meeting coordination, and confidential file management for beneficiaries.

You will assist with beneficiary applications, maintain computer records, and help prepare reports while ensuring safety, compliance, and professional conduct across the program.

Qualifications

• High school graduate or equivalent.
• Able to operate basic office machines including computer, photocopier, time clock, and telephone.
• Knowledge of Microsoft Office programs, MSWord, Excel, and Access with ability to learn additional software as appropriate.
• Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
• Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
• Professional judgment and integrity in holding in confidence all information pertaining to beneficiaries, beneficiary families, and co-workers.
• Commitment to support and apply the philosophy and goals of The Salvation Army Adult Rehabilitation Center Program and the ARC Mission Statement.
• No evidence of existing chemical dependency.
• If in recovery, shall be free of and have had at least one year free of any chemical abuse or dependency.

Responsibilities

• Perform a variety of administrative tasks as directed by ARC Administrator including: typing, mailing and/or emailing correspondence; developing and maintaining contact and service provider/referral lists; creating agendas and keeping minutes for boards, councils, committees and other meetings; greeting visitors, beneficiaries, and staff courteously and directing them appropriately; answering telephone calls and taking messages for Rehabilitation Services staff; answering basic questions about Program; scheduling appointments for ARC Administrator; sorting and routing mail and other correspondence to appropriate personnel or beneficiaries.
• Assist with processing new beneficiary applications. Assist Intake Coordinator by checking BITS and Megan's Law, taking photos for badges, and administering drug tests for applicants of the same gender when necessary. Filling in when Intake Coordinator is out of the office.
• Prepare and maintain all beneficiary files including regular update of computer database (BITS). Ensure security of beneficiary files and maintain a log of all files checked out for use by staff or interns.
• Maintain Transitional Housing files and compile weekly reports.
• Process discharge summaries and forward data to appropriate agencies and/or individuals.
• Operate and maintain office equipment in proper working order. Prepare work orders, supply orders, requests for service, etc. as needed or requested in a timely manner.
• Maintain organizational chart and various manuals used by the Rehabilitation Services Department
• Prepare and maintain lists for scheduled activities and personnel as needed including Gratuity Lists, Group Rosters, Counseling assignments and schedules, passes etc. as delegated and required.
• Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference, and prepare conference minutes. Attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings. Attend other meetings as requested. Maintain up-to-date conference minutes.
• Prepare all reports as required by the Administrator including monthly center stats if assigned.
• Assist with program research projects as assigned.
• Oversee front desk operations, scheduling of interns, and ensure posting of daily classes and activities.
• Serve as a role model for all beneficiaries regarding behavior in beneficiary care areas.
• Assure that safety measures are established and maintained consistent with ARC policy and governmental regulations.
• Maintain confidentiality in accordance with established policies and laws to help maintain the integrity of the total program.
• Oversee all aspects of beneficiary food stamp application and the processing of cards with bookkeeper. Build a strong relationship with Social Services office. Provide all monthly paperwork required to maintain The Salvation Army Adult Rehabilitation Center's eligibility to receive food stamps.
• Prepare and serve on the Review team for Beneficiary Three and Five-month reviews if assigned
• Prepare certificates and awards for Wednesday graduation ceremonies.
• Perform other duties as assigned by the ARC Administrator.
• Any/all overtime must have the written approval by Administrator

Skills

MS Word

Excel

Access

Office machines

English spelling/grammar

multi-tasking

confidentiality

Tools

MS Office

Job description

The Salvation Army USA Western Territory in Honolulu, HI seeks a PROGRAM AIDE to support ARC operations and provide essential administrative assistance to Rehabilitation Services. The role includes handling correspondence, meeting coordination, and confidential file management for beneficiaries.

You will assist with beneficiary applications, maintain computer records, and help prepare reports while ensuring safety, compliance, and professional conduct across the program.