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Lanakila Pacific is a family of programs and services designed to help people with cognitive, physical, social or age-related challenges, build independence and improve their quality of life. Disability services include programs and initiatives for mission advancement that are funded through multiple contracts with the Hawaii State Department of Health, Department of Human Services, Division of Vocational Rehabilitation, and private sources. Disability services collaborates with LP social enterprises and LP senior services with an emphasis on employment placement and training, a core service of the agency.

 

POSITION OVERVIEW:

Provides administrative services and support to Disability Services programs, including Adult Day Health and Employment Services. The Employment Services Administrative Assistant supports the mission, vision, and values of the organization, 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 & RESPONSIBILITIES:

· Assists in clerical duties, including answering/directing incoming calls, mail and correspondence, photocopying, faxing and filing, scheduling and preparation for meetings.

· Answers telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals and/or follow-up with callers.

· Provides technical and administrative assistance to Disability Services staff to include maintenance of program files, attendance reports, petty cash, program supplies.

· Maintains and updates all program databases.

· Ensures daily attendance is accurately inputted into the Therap Electronic Documentation system and follows up with Disability Services staff for any discrepancies or missing information.

· Ensures TLC Transit times are accurately inputted and follows up with TLC staff on any discrepancies or missing information.

· Processes monthly, including Therap attendance, TLC Transit, petty cash, and DHS eligibility by due dates.

· Assists in the production of and revisions to written materials, which include monthly, quarterly and annual reports, manuals, memos, correspondence, forms and proposal responses.

· Assists staff to compile data and produce meaningful reports to analyze program participants’ progress in meeting desired outcomes.

· Ensures confidentiality of program participant records.

· Coordinates the processing of program participant intake records including program orientation and preparing and confidential program participant files; coordinates program tours.

· Prepare staff meeting agendas and meeting minutes.

· Ensures program has necessary office and program supplies.

· Ensures first aid kits are replenished as needed.

 

Competencies:

Industry Knowledge:

· Typing speed of 55 wpm

· 10-key adding machine by touch

· Must possess organizational and time management skills to meet multiple deadlines

· Ability to compose correspondences in grammatically correct sentences and correct format

 

Communication:

· Ability to communicate information and ideas in speaking or writing so others from diverse backgrounds will understand

· Must respond timely to all telephone calls and/or in-person office visits.

 

Relationship Management:

· Ability to utilize body language and gesture when communication barriers exist

· Requires the ability to work cooperatively with diverse groups of people and the ability to work in a team setting.

· Must be culturally competent- able to interact effectively with people of different cultures, socio-economic backgrounds, and cognitive abilities

· Must be sensitive to the needs of the elderly, caregivers, and people with disabilities.

 

Critical Evaluation:

· Requires ability to use good judgment and initiative.

· Ability to handle multiple tasks simultaneously and adapt to changing conditions in the workplace, i.e., limited resources – time, staffing

 

Technology/Tools:

· Ability to operate computer applications such as MS Outlook, Word, Excel, Access

 

Other Duties:

· Demonstrates cultural competency and the ability to interact effectively with people of different cultures, socio-economic backgrounds, and cognitive abilities without bias.

· Ensures all safety procedures and practices are followed and enforced, and that safeguards and proper safety gear, such as gloves, are used when appropriate.

· Demonstrates the ability to work with confidential information and comply with established policies, procedures, and practices.

· Demonstrates a willingness to gain and possess thorough knowledge of Lanakila Pacific’s programs and seeks ongoing educational opportunities related to the position.

· Know location of all fire extinguishers in the area and how to properly use them

· Performs other reasonably related business duties as assigned.

· Completes training as mandated by organizational policy.

 

WORKING CONDITIONS/HOURS:

· Scheduled to work 5 days a week. Monday to Friday, 8-hour shift may vary during hours of operation from 7:30 am-4:30 pm. May be required to work outside of normal business hours including weekends and holidays to meet operational needs and contract requirements.

· Indoor, office setting, outdoors; may need to do deliveries, travel to other program sites, meeting sites, etc., as required.

 

MINIMUM QUALIFICATIONS:

Required:

· Education: High School diploma or Certificate of Completion or equivalent.

· Experience: Minimum six months vocational training in general office work. Knowledge of administrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription, and other office procedures and terminology

· Clearance/Certification: Must maintain the following clearances/certification: 1) annual TB clearance; 2) current First Aid and CPR Certification (obtain on the job); 3) Criminal Background check; 4) Child Protective Service check and Adult Protective Service check; 6) Fieldprint Fingerprinting and 7) List of Excluded Individuals and Entities (LEIE).

EQUIPMENT USE:

· Basic level proficiency in MS Word, Excel, Outlook, Therap Database, or comparable programs.

· Other standard office equipment such as computer, laptop, copy machine, printer, fax machine, projector, etc.

· Company vehicle if applicable.

 

MENTAL DEMANDS :

· Ability to deal with difficult people or situations.

· Ability to plan and organize tasks and possess sufficient flexibility to respond to changing situations; requires ability to continuously repeat instructions and remaining calm.

· Use of considerable initiative and exercise good judgment.

· Ability to multi-task and work under minimal supervision.

· Ability to work under tight deadlines and pressure.

· Ability to work with a diverse group of people and at times under difficult situations.

· Ability to maintain cooperative and productive working relationships.

 

PHYSICAL DEMANDS:

Frequently = F Occasionally = O Seldom = S Rarely = R

F Standing
F Lifting/Carrying below 25 lbs.

F Walking
F Lifting/Carrying 26 – 50 lbs.

S Sitting
O Lifting/Carrying above 50 lbs.

O Climbing (ascending/descending ladders, stairs)
F Seeing (able to clearly see 20 feet or more)

O Balancing
F Color Vision

F Stooping, kneeling, crouching, and/or squatting
R Night Vision (work at night with use of lighting)

F Handling/Push/Pull (work with hands, arms, fingers)
O Talking

F Feeling (perceiving attributes i.e., size, shape, temperature, texture)
F Hearing

R Tasting
F Travel