Administrative Assistant

Goodwill Industries of Hawaii, Inc.

Job Description

Job Title: Administrative Assistant

Division: Mission Services

Department: Career Services

Reports To: Director or Program Coordinator

FLSA Status: Non-Exempt

Reviewed By: Human Resources

SUMMARY

Provides administrative support for Career Services programs and staff by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Coordinates program meetings including organizing meetings, developing agendas, sending out reminders, and taking/distributing minutes as requested.

Schedules appointments on behalf of the Director and other staff, gives information to callers, composes and types correspondence, reads and routes incoming mail, and performs other administrative and clerical duties as assigned.

Develops and oversees the maintenance of electronic and hard-copy filing systems for programs by establishing a clear protocol, training program staff on protocol, and ensuring protocol standards are being maintained.

Maintains the office in an orderly and professional manner.

Responsible for maintaining the archived case files and ensuring they are maintained according to protocol including the timely shredding of documents.

Maintains confidential contract files and correspondence according to policy both electronically and hard copy.

Assists in the preparation of monthly and quarterly program reports, Outcome Management, fixed assets and other reports as assigned.

Provides assistance in the collection of agency documentation and the collation of proposals for grants and State contracts.

Coordinates CARF compliance duties and supports CARF survey preparation tasks as needed.

Maintains hard and electronic filing systems in an organized system.

Communicates with other agencies and persons to ensure a smooth flow of communication takes place.

Operates various standard office machines—computer, printer, copy machine, shredder, fax machine and other similar type office machines.

Performs special projects as needed to ensure the effective functioning of the department 

Conducts work in a safe and responsible manner, utilizing protective clothing and/or equipment when appropriate.

Responsible for awareness of and adherence to all company and safety policies and procedures.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no direct supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED) and one to two years related experience and/or training; or equivalent combination of education and experience. Must have good public relations attitude, good communication skills, ability to communicate with funding offices. Computer knowledge with MS Word and Excel required.

COMPETENCIES

Must have excellent customer service, conflict resolution, public relations, and communication skills. Must be able to communicate with diverse group of managers and funding sources. Must be able to work under pressure, handle multiple projects demands, and work in a changing environment. Computer knowledge with MS Office suite, Internet, and Email required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral and diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Periodic travel is required, must have a valid driver’s license and access to an insured vehicle.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, and fine finger dexterity. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate with significant foot traffic. Must be able to handle distractions.

At Goodwill Hawaii our mission is simple, yet powerful, we help people with employment barriers reach their full potential and become self-sufficient.  We are the third largest non-profit agency in Hawaii and our motivation is sustaining Hawaii’s community through the power of work.   Last year we placed nearly 1,500 people into employment, resulting in $22 million in annual wages earned as a result of these job placements.  Join the Goodwill Hawaii family and help strengthen our Hawaii community, one job at a time.

Goodwill Hawaii is committed to fully complying with all Equal Opportunity Employment and Affirmative Action laws and regulations.  All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, including gender identity or expression, sexual orientation, national origin, citizenship, ancestry, age, marital status, genetic information, domestic or sexual violence victim status, disability, protected veteran status or any other status protected by federal, state or local law. We also foster a drug-free work environment.

Salary : $22