Administrative Assistant - Employment Services

Lanakila Pacific provides programs and services that help individuals with cognitive, physical, social, or age-related challenges build independence and improve quality of life. Employment Services supports individuals with disabilities through employment training, job placement, and vocational services that promote greater self-sufficiency and community inclusion. The Administrative Assistant plays a key role in supporting these programs and ensuring efficient daily operations.

POSITION OVERVIEW:

The Employment Services Administrative Assistant provides administrative and clerical support to Employment Services and Adult Day Health programs. This role is responsible for managing program records, data entry, reporting, scheduling, participant intake documentation, and general office support. The position requires strong organizational skills, attention to detail, confidentiality, and the ability to work effectively with diverse populations. The Administrative Assistant upholds Lanakila Pacific's mission, values, and STAR service standards.

BENEFITS:

We offer a comprehensive benefits package designed to support your health, wellbeing, and work–life balance, including:

• Health Insurance (medical, vision, and dental)
• Temporary Disability Insurance (TDI)
• Flexible Spending Accounts (FSA)
• 401(k) Retirement Plan
• Paid Vacation and Sick Leave
• 11 Paid Holidays
• Lifestyle Benefits (employee wellness and support programs)

Additional organizational perks and employee support programs

MINIMUM QUALIFICATIONS:

Required

• High school diploma, Certificate of Completion, or equivalent.
• Minimum six months of vocational training or experience in general office administration.
• Knowledge of administrative and clerical procedures, records management, filing systems, and word processing.
• Ability to maintain required clearances, including TB clearance, criminal background check, CPS/APS checks, fingerprinting, and other program-specific requirements.

Preferred

• Strong organizational and time management skills.
• Experience maintaining databases and preparing reports.
• Ability to compose professional correspondence.
• Proficiency in Microsoft Word, Excel, and Outlook.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Position-Specific Duties

• Answer and direct incoming telephone calls and assist visitors, staff, and program participants.
• Provide clerical support, including filing, copying, correspondence, scheduling, and meeting preparation.
• Maintain and update program databases and records.
• Monitor attendance records and data entry for accuracy and follow up on discrepancies.
• Process attendance, transportation, petty cash, eligibility, and other program documentation within established deadlines.
• Assist in the preparation of reports, manuals, correspondence, forms, and other program materials.
• Compile and organize data to support program reporting and outcome tracking.
• Maintain confidential participant records and files.
• Coordinate participant intake documentation, orientations, and program tours.
• Prepare meeting agendas and record meeting minutes.
• Monitor and order office and program supplies.
• Maintain stocked first aid kits and other required resources.

Other Duties

• Follow safety procedures and organizational policies.
• Maintain confidentiality of sensitive information.
• Demonstrate cultural competency and professionalism when working with individuals from diverse backgrounds.
• Participate in required training and professional development.
• Perform additional duties as assigned.

EQUIPMENT USE

• Basic proficiency in Microsoft Word, Excel, Outlook, and database systems.
• Use of standard office equipment, including computers, printers, copiers, fax machines, and projectors.
• May operate a company vehicle when required.

WORKING CONDITIONS & HOURS

• Schedule: Monday-Friday, generally between 7:30 a.m. and 4:30 p.m.; hours may vary based on operational needs.
• May require occasional work outside normal business hours, including weekends and holidays.
• Work takes place primarily in an office environment with occasional travel to program sites and community locations.
• Frequent interaction with individuals from diverse backgrounds, including seniors and people with disabilities.

MENTAL DEMANDS

• Ability to manage multiple priorities and deadlines.
• Strong organizational skills and sound judgment.
• Ability to remain calm and professional in challenging situations.
• Ability to work independently and collaboratively with diverse groups.

PHYSICAL DEMANDS

• Frequent: standing, walking, stooping, handling materials, seeing, hearing, and travel between work locations.
• Occasional: climbing, balancing, lifting up to 50 lbs., and extended periods of verbal communication.
• Rare: lifting over 50 lbs. and night work.