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POSITION OVERVIEW:

The Administrative Assistant is responsible for performing the department’s administrative duties to include both excellent external service for customers and volunteers and ensuring the department has the support needed to deliver services efficiently and effectively.  This includes maintaining service standards, supporting a safe work environment including protecting program data, and managing the available resources.  The Administrative Assistant supports the mission, vision and values 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:

Position Specific Duties

·       Represents Lanakila Meals on Wheels in all communication (e.g., phone, email, face-to-face, etc.)  Provides information about Lanakila Meals on Wheels services.  Assists information seekers with connecting to internal and external services. 

·       Creates and updates detailed records for new and existing customers and volunteers, ensuring data is entered timely and accurately. 

·       Assists customers who have a question or issue with their service.  Follows through with the issue and seeks to resolve the issue to all parties’ satisfaction.  Notifies Manager when additional services or follow up is needed.  Communicates resolution to customer and documents in customer’s records.

·       Notifies customers about their eligibility and changes in status.  Assists with acknowledgement and cancellation letters and other correspondence.  Conducts Satisfaction Surveys.

·       Responsible for data entry, monitoring, and reconciliation. Confirm when meals and services are delivered.  Compiles data for program reports and other required special reports and billing of services rendered.  Ensures program records are accurate, up-to-date, and information is filed and stored properly.

·       Performs clerical duties, which include word processing, answering/directing incoming telephone calls, responding to mail and correspondence, photocopying, scanning, faxing, filing.  Monitors inventory of office supplies to include copier paper and envelops, orders office supplies to ensure no shortage.

·       Collects and reviews for accuracy gas receipts, monthly staff and volunteer mileage forms, purchase orders and invoices.  Stamp and code documents for payment approval.  Coordinates and receives contributions for the department. Record all in-kind and monetary donor contributions on contribution form.  Deliver approved documents to the Finance Department daily.

·       Provides information and assistance to all levels of management and staff, and external auditors.  Provides back-up support for the Lanakila Meals on Wheels department day-to-day operations and special projects/events as needed.

·       Collaborates and coordinates with other team members needed to achieve program or organizational goals.

 

Other Duties:

·       Follows all safety procedure and practices, and that safeguards and proper safety gear, such as gloves, are used when appropriate.

·       Follows established work rules, standards of conduct, policies, procedures and practices.

·       Performs other related business duties as assigned.

·       Attends meetings to assure complete coordination of services.

·       Completes training as mandated by organizational policy.

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

·       Responsible for the security of all assets assigned.

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

·       Creates a one-team atmosphere that is supportive of all departments.

 

WORKING CONDITIONS/HOURS:

• Scheduled to work 5 days a week. Monday to Friday, 6:30 am – 3:00 pm. 8-hour shift may vary. May be required to work outside of normal business hours including weekends and holidays to meet operational needs and contract requirements.
• Indoor, office setting, production areas including walk-in reefer/freezer, outdoors; may need to do deliveries, travel to other program sites, meeting sites, etc., as required.
• NOTE: Due to the needs of the program, the work schedule will move from Monday to Friday to Tuesday to Saturday from 6:30 am – 3:00 pm later in the year.  Advance notice will be provided.

 

EQUIPMENT USE:

·       Advanced proficiency in MS Word, Excel, Outlook, Database, or comparable programs.

·       Other standard office equipment, i.e., copier, fax, cash register, 10-key.

·       Company vehicle.

 

MENTAL DEMANDS:

·       Ability to work in a fast-paced environment.

·        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.

·       Uses considerable initiative and exercises 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.

 

MINIMUM QUALIFICATIONS:

Required:

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

·       Experience: Three years’ in general office work

·       Clearance/Certification:  1) TB clearance, 2) Criminal background check, 3) Pre-employment drug testing, 4) Child Protective Services/Adult Protective background check.

·       CPR/First Aid Certification, Department of Health Food Handlers Safety (Obtain on the job)

 

Preferred:

·       Experience: One year of work experience in a human services program or direct customer service serving the elderly and/or disabled; one year of work experience in customer service.

 

PHYSICAL REQUIREMENTS:

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

F Lifting/Carrying below 30 lbs. F Talking

R Lifting/Carrying 31 – 50 lbs. F Hearing R Lifting/Carrying above 50 lbs. R Travel

R Pushing/Pulling up to 800 lbs. F Seeing (able to clearly see 20 feet or more) R Bending, Squatting, Kneeling, Lifting Overhead F Color Vision O Climbing (scending/descending) R Night Vision (work at night with use of lighting) F Feeling (keyboard, perceiving attributes i.e., size, shape, temperature, texture)

 

 COMPANY RIGHTS:

The above information has been designated to indicate the general nature and level of work performed for this position.  It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of the employee assigned to this job.  This job description does not constitute an employment contract.  Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the job without undue hardship to the company.