Administrative Assistant

What Will Your Job Look Like?

The Administrative Assistant provides clerical, reception and administrative support to the ADA programs. Duties include handle phone calls (both outgoing and incoming calls), general clerical tasks, data entry, process picture ID’s and mail-in application, manage faxes and handle numerous other customer requests.

This position is located at our office in Honolulu, HI. Hours of Operations: Monday-Friday 8am-5pm

What You’ll Do:

• Enter Customer contact information into appropriate software system; ensure accuracy of data entries

• ​Answer inbound phone calls in a polite, timely manner

• Take photos of all Customers and create identification cards

• Conduct outbound phone calls

• Maintain program spreadsheets

• Maintain daily customer scheduling for Eligibility staff

• Maintain ongoing communication with the Quality Assurance team and the management team in regards to, violation of contractual deadlines and/or possible liquidated damages

• Collect, track and maintain all monies collected for replacement IDs

• Maintain confidentiality and comply with HIPAA regulations

• Anticipate needed supplies and order replacement supplies in a timely manner

• Manage all office equipment, including printers and photocopier, serving as point of contact for Vendors

• Maintain vendor files, monitor service and recommend alternative suppliers as appropriate

• Design filing systems, document scanning and ensure they are maintained and up-to- date electronically

• Provide comprehensive reception coverage while maintaining a high level of professionalism

• Ensure all staff and visitors are greeted in a pleasant and professional manner

• Project a professional image of MTM

• Establish and maintain effective working relationships with employees, supervisors, other agencies, participants, external partners and the general public

• Communicate professionally with Leadership both internally and externally

• Prepare and process mail daily, both outgoing mail and delivering all incoming mail to the appropriate departments

• Create mailings for appointment reminders and re-certification letters

• Assist with printing and mailing determination letters

• Create Customer information packet

• Create Client folders

• Enter all mailed information and dates into appropriate software system

• Attend to a variety of administrative details such as keeping informed of department activities

• Report promptly any complaints or unusual circumstances that may arise to Management

• Check fax machine regularly; deliver faxes to the appropriate person/department with special attention to urgent faxes

• Conduct Marking and Tethering assessments as required by business needs

• Regular attendance required for assigned shifts and as outlined by MTM’s attendance policy

• Adhere to all MTM established protocols and policies

All you need is...

• High school diploma or G.E.D.

• College degree, preferred

• 2 years customer service experience

• 1 year administrative experience in a professional environment

• 1 year experience working with the ADA and/or elderly population

• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future

Even better if you have...

• Ability to work in multiple software systems at once

• Exemplary communication and phone skills

• Excellent customer service skills

• Excellent organizational skills

• Ability to work independently and as part of a team

• Ability to identify with customer needs and circumstances

• Ability to handle multiple tasks and situations in a fast pace environment

• Knowledge of Microsoft Word, Microsoft Excel and other Office Suite Products

• Ability to type 40 wpm

• Regular, reliable attendance in the office required

MTM Incentives

• Health and Life Insurance Plans

• Dental and Vision Plans

• 401(k) with a company match

• Paid Time Off and Holiday Pay

• Maternity/Paternity Leave

• Leadership Mentoring Opportunities

Hourly Rate: $20

This information reflects the base salary pay range for this job based on current national market data. Ranges may vary based on the job's location. We offer competitive pay that varies based on individual skills, experience, and other relevant factors. We encourage you to apply to positions that you are interested in and for which you believe you are qualified. To learn more, you are welcome to discuss with us as you move through the selection process.

Equal Opportunity Employer: MTM is an equal opportunity employer. MTM considers qualified candidates with a criminal history in a manner consistent with the requirements of applicable local, State, and Federal law. If you are in need of accommodations, please contact MTM’s People & Culture.

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