Administrative Assistant

Goodwill Industries of Hawaii, Inc.

Job Description

Job Title:  Administrative Assistant I and II

Division:  Mission Services

Department:  Workforce Development

Reports To:  Program Coordinator

FLSA Status:  Non-Exempt

Reviewed By:  Human Resources

SUMMARY 

Supports the work programs in meeting contracted requirements and program goals. Responsible for clerical work and administrative and business detail by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Serves as initial point of contact for the program.  Courteously and professionally greets and assists customers (i.e. clients, employers, funder, community partners) in-person, by phone, email and other means.  Communicates with staff and other parties/persons to ensure a smooth flow of communication and timely delivery of program services.

 Composes correspondence and other documents.  Reads and routes incoming mail.  

 Operates various standard office machines:  computer, printer, Xerox machine, shredder and postage machines.  

 Assists supervisor with Pre-Intake process. Schedules Orientation and Intake appointments.  

 Assists with collecting program data/statistics and narratives.  Assists with report preparation and other urgent data/statistical requests. 

 Inputs data into State and Goodwill computer systems on client activities.  Working knowledge of databases and Microsoft Office suite.

 Schedules appointments, gives information to callers, takes meeting minutes, composes and types correspondence, routes incoming mail, processes outgoing mail and performs other administrative and clerical duties as assigned.

 Greets and assists visitors and clients as they come in for assistance and/or various appointments.

 Assists with various funder and GIH statistical reports when requested, and submits reports to Program Supervisor.  

 Reviews and prepares IO forms and information for assembling into new client files.

 Assists program supervisor with coordinating training for staff – including DHS and HANA training.

 Responsible for completing Add, Change, Delete and other IT forms for DHS and GIH and submitting to Supervisor for review and approval prior to submitting to respective person/department.

 Assists program supervisor with contracts related to new referrals, partnering agencies, and network of support. 

 Communicates with other agencies and persons to ensure a smooth flow of communication takes place to support program services

 Assists program supervisor with tracking monthly File Audits and reports. Follows up with staff to ensure that any discrepancies are corrected in a timely manner.

 Serves as primary assistant to program supervisor for preparation of Internal Monitoring, Funder Auditing, CARF preparation and other quality assurance activities as needed.

 Coordinates the annual dispersal of Satisfaction Surveys to active clients.

 Ability to provide customer service that effectively uses verbal de-escalation techniques with tact and understanding.

 Prepares regularly scheduled and as needed mail outs and information distribution, including the accessibility survey, satisfaction survey, and post-services follow up survey.

 Coordinates the ordering of office supplies and equipment.   Monitors supply usage

 Carries out the policies and procedures of the agency and the program through interagency and interoffice teamwork.

 Helps maintain office community resource listing in order to facilitate success in servicing program participants.

 Understands and supports implementation of concepts related to self-determination for consumer.

 Conducts work in a safe and responsible manner, utilizing protective clothing and/or equipment when appropriate. Complies with all safety standards.

 Responsible for awareness of and adherence to all company and safety policies and procedures.

 Ensures that confidentiality is maintained in accordance with contract, State, and Federal law including HIPAA.  Maintains and keeps track of compliance related information and data to assure compliance with CARF, all Federal and State requirements including Wage and Hour Laws, and Federal posting requirements.

 Works on special projects as assigned by the program supervisor or MS Leadership.

SUPERVISORY RESPONSIBILITIES 

This job has no direct supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

High school diploma or general education degree (GED) and one-year related experience and/or training; or equivalent combination of education and experience.  Must have good public relations attitude, good communication skills.  Required computer proficiency with Microsoft 365 utilities. 

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.   Ability to write routine reports and correspondence.  

MATHEMATICAL SKILLS 

Not applicable.

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS 

There is no certificate, license, registration required.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

At Goodwill Hawaii our mission is simple, yet powerful, we help people with employment barriers reach their full potential and become self-sufficient.  We are the third largest non-profit agency in Hawaii and our motivation is sustaining Hawaii’s community through the power of work.   Last year we placed nearly 1,500 people into employment, resulting in $22 million in annual wages earned as a result of these job placements.  Join the Goodwill Hawaii family and help strengthen our Hawaii community, one job at a time.

Goodwill Hawaii is committed to fully complying with all Equal Opportunity Employment and Affirmative Action laws and regulations.  All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, including gender identity or expression, sexual orientation, national origin, citizenship, ancestry, age, marital status, genetic information, domestic or sexual violence victim status, disability, protected veteran status or any other status protected by federal, state or local law. We also foster a drug-free work environment.