Administrative Assistant

Nov 13 2021
Lanakila Pacific |Honolulu|Full Time
Job Description

The Administrative Assistant provides administrative duties under the direction of and to the Workforce Manager(s) and/or Director of Maintenance Services.  Collect and enter data, produce accurate and timely reports, keep track of records, answering telephone, respond to correspondence and emails, schedule meetings, provide customer service and other administrative support duties as required. The Administrative Assistant supports the mission, vision and values of the organization, and upholds and enforces the guidelines and policies of the organization and demonstrates Lanakila Pacific’s values of teamwork, excellence, achievement and motivation in all personal interactions and exemplifies Lanakila’s STAR service standards. 

 

ESSENTIAL DUTIES & RESPONSIBLITIES:

Position Specific Duties:

  • Provides administrative support to the Workforce Resource department which includes the Grounds Maintenance, Custodial, and Custom Products.
  • Performs clerical duties such as answering/directing incoming telephone calls, responding to mail and correspondence, photocopying, scanning, faxing and filing.
  • Provides administrative support to the Workforce Resource department which includes the Grounds Maintenance, Custodial, and Custom Products.
  • Performs clerical duties, which include answering/directing incoming telephone calls, responding to mail and correspondence, photocopying, scanning, faxing and filing, and data monitoring and entry and report generation.
  • Prepares monthly billing reports to submit to Accounting.
  • Submits invoices for payment - stamp, code and obtain appropriate approval signatures - and submit to Accounting for payment or reimbursement.
  • Maintains Workforce department files in an orderly manner to include contracts, department records, trainee or staff documents, safety records, etc. and maintain confidentiality of records as necessary.
  • Assist with the development, compilation and submission of department proposals, grants, contracts and similar such necessary documents as needed.
  • Assist with data entry and monitoring - such as attendance, training hour tracking, fiscal reporting and data entry, etc. - for compilation into program reports and other required special reports; monitor for trends and report any areas of concern to the appropriate department Manager
  • Assist customers.
  • Handle customer inquiries, customer follow ups as necessary, arrange customer meeting/site visit scheduling.
  • Submit certain departmental monitoring reports as necessary - grant reports, government contracting reports, state required reports; as well as assist with any internal report or data requests.
  • Distribution of paychecks to employees on payday.
  • Delivery or pick up of supplies, goods or staff/trainees to and from off-site locations as needed.
  • Provides information and assistance to all levels of management and staff.

 

WORKING CONDITIONS/HOURS:

  • Scheduled to work 5 days a week. Monday — Friday 7:30 a.m. — 4:00 p.m. May be required to work outside of normal business hours including weekends and holidays to meet operational needs and contract requirements.
  • Indoors, office setting, occasionally outdoors; may travel to other program sites, meeting sites, etc., as required.  

EQUIPMENT USE: 

  • Computer proficiency in Word, Excel, Outlook, Database, PowerPoint or other graphics programs.
  • Other standard office equipment, i.e., copiers, fax, 10-key.

MINIMUM QUALIFICATIONS:Education/Experie​nce:  Required: (Include specialized knowledge, skills, abilities, professional certifications, etc.  Check Department Director’s JD for other clearance/certifications)

  • Education/Experience: Associates Degree and 1 year of related work experience or High School diploma or equivalent plus 3 year of related work experience. 
  • Clearance/Certification: 1) TB clearance, 2) Criminal background check, 3) Pre-employment drug and alcohol testing; 4) Child Protective Services/Adult Protective check, 5) Military Base access
  • Valid driver’s license and clean drivers abstract.
  • CPR/First Aid Certification (Obtain on the job).

Preferred

  • Administrative support experience in non-profit and/or of line management is highly desirable.

Lanakila Pacific is an equal opportunity employer. As part of our mission, we strongly encourage individuals with challenges or disabilities to apply. Lanakila Pacific is a drug-free & alcohol-free workplace. https://www.eeoc.gov/sites/default/files/​migrated_files/employers/poster_screen_re​ader_optimized.pdf