ORGANIZATIONAL CONTEXT:
Lanakila Pacific (LP) is a Hawaii based non-profit organization operating on the island of Oahu. We are 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. The Administration department supports LP’s employees, other departments, and the day-to-day operating needs of the organization.
POSITION OVERVIEW:
The Administrative Assistant I performs administrative duties for the Administration department.
This position supports Lanakila Pacific’s mission, vision and values, upholds and enforces the guidelines and policies of the organization, and demonstrates Lanakila Pacific’s values of teamwork, excellence, achievement, and motivation (TEAM).
ESSENTIAL DUTIES & RESPONSIBILITIES:
Essential Duties:
- Supports the Administration department which includes Human Resources, Finance, Facilities and IT.
- Greets and directs visitors to the appropriate employee/department or works with the visitor to determine what services are needed.
- Manages incoming and outgoing mail including distribution of incoming mail and ensuring proper postage on outgoing mail.
- Answers phone calls and provides information and assistance.
- Provides excellent customer service whenever interacting with others.
- Handles correspondence and communication, both effectively and professionally with all contacts.
- Assists in managing the organization’s fleet of vehicles (acquisition, registration, maintenance, disposal, etc.).
- Assist with updating of company-wide operational procedures and communicating revisions to Managers/Departments (policies and procedures, create/update training documentation, etc.)
- Oversees the supply inventory for the department, including finding the best available option and placing orders to ensure supplies are available when needed.
- Assist with the coordination of company documents for long-term storage and destruction
- Performs photocopying, scanning, faxing and filing.
- Inputs and maintains new hire and current employee information in the HRIS and filing system.
- Performs verification of employment, background and reference checks on applicants and volunteers.
- Performs drivers abstract checks and maintains traffic abstracts as part of the Motor Vehicle guidelines.
- Assists with government base access for staff.
- Prepares welcome packets and ensures new hires are set up with an ID badge and timeclock access in the HRIS.
- Coordinates and sets up logistics for monthly new hire orientation meetings and prepares the related materials for distribution.
- Assists in the preparation ofinvoices for payment.
- Performs other reasonably related duties as assigned.
Other Duties:
- Demonstrates cultural competency and the ability to interact effectively with people of different cultures, socio-economic backgrounds, and cognitive abilities without bias.
- Follows established work rules, standards of conduct, policies, procedures and practices.
- Completes training as mandated by organizational policy.
- Ensures all safety procedures and practices are followed and enforced, and that safeguards and proper safety gear 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.
- Provides support to other departments as needed.
- Performs other reasonably related business duties as assigned.
KEY SELECTION CRITERIA:
Competencies:
- Work under minimal supervision and direction.
- Requires working under deadlines and pressure.
- Requires dealing with difficult people or situations.
- Requires the ability to use good judgement and initiative.
- Ability to analyze data.
- Sensory and communicative: seeing; hearing, speaking.
- Ability to plan, organizes, and meets deadlines.
- Ability to maintain cooperative and productive working relationships.
- Technology/Tools:
- o Basic skills in Microsoft Office suite and related programs.
- o Proficiency in standard office equipment and tools to complete job requirements.
MINIMUM QUALIFICATIONS:
Required
- Education: High School or GED or equivalent.
- Work Experience: One year administrative support, customer service, or general office experience.
- Clearance/Certification: 1) TB clearance, 2) Criminal background check, 3) Pre-employment drug and alcohol testing; 4) Child Protective Services/Adult Protective check.
Preferred
- Education: Associates degree in business administration
- Experience: Experience in human resources
WORKING CONDITIONS:
Monday through Friday, normal business hours 7:30 am – 4:30 pm. Hours and work days, including weekends and holidays, may vary due to operational needs and contract requirements. Indoors in office setting, occasionally outdoors.
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.