Administrative Assistant

Catalight•Kapa'a, HI

17d•$20 - $22•Hybrid

About The Position

Easterseals Hawaii is seeking a passionate Administrative Assistant/Direct Support Professional for their Adult Home & Community-Based Services Program. This role is crucial in providing both administrative and direct support to program participants, ensuring an efficient, thorough, and compassionate experience. The position involves collaborating with the team to support the program, handling administrative tasks such as assisting with reports, data collection, and general office duties. Additionally, the role focuses on promoting the individual growth of program participants in a safe and positive learning environment (in a program, community, or home-based setting) to increase their options, opportunities, and community integration. The organization provides necessary training for the role.

Requirements

Must be at least 18 years of age.
High School diploma or GED required.
Minimum one (1) year experience in administration.
Must be able to communicate effectively within the work environment, read and write using the primary language within the workplace.
Knowledgeable and skilled in computer/Microsoft processing software and excel.
Must be able to use an iPhone or work cell phone if applicable.
Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ).
Able to travel to multiple work sites and client homes.
Must have valid Hawaii Driver’s License/insurance and maintain a clean driving record.
Must pass health screenings, obtain vaccinations and clear TB testing based on company policies.
Ability to obtain and maintain clearance through the Office of Inspector General.
Ability to obtain and maintain current First Aid and CPR certification.

Nice To Haves

Associate’s degree from an accredited college or university preferred
Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters, including maintaining HIPAA requirements.
American Sign Language or bilingual ability preferred.
Propensity to appropriately interpret and implement policies, procedures, and regulations of ESH; training provided.
Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
Frequent bending, reaching, squatting, kneeling, twisting to observe, assess, and interact with participants.
Provide assistance during wheelchair transfer when applicable and ability to use Hoyer lift.
Ability to stand or sit for extended periods of time, stand for up to 6-8 hours a day.
Occasional lifting, carrying, and loading/unloading materials up to and including 50 lbs.
Visual and auditory ability to work with participants, staff and others in the workplace continuously.
Frequent speaking and listening (50%) to participants, staff, and other professionals in meetings and on the phone.
Frequent exposure to disability disorders in clients; occasional emergency situation; occasional exposure to trauma; constant participant contact and decision making; constant concentration required when working with participants.
Aptness to physically implement behavior management strategies including responding to physically aggressive behavior.

Responsibilities

Provides general administrative/project support for the Home and Community Based Services (HCBS) – Adult Services Program Manager and staff.
Compiles and maintains records and forms for all participants, including drafting and distributing correspondence, coordinating incoming and outgoing mail, and managing the storage and destruction of records.
Inputs and maintains participants’ information in the Program and Department of Health-Developmental Disabilities Division (DOH-DDD) databases, and compiles and prepares information for all reporting periods.
Provides information and assistance to callers and visitors, attends and takes minutes for meetings, and creates and modifies forms for program operations/events.
Maintains office and program supplies and equipment, including scheduling repairs, ordering supplies, and conducting an annual inventory.
Serves as Petty Cash Fund Custodian as outlined by ESH and prepares and submits invoices and requests for payment forms.
Attends, participates in, and collaborates in organization as well as department meetings, training, volunteer (and practicum) programs, and events.
Assists with other department duties as outlined by the manager, and helps maintain a clean, hygienic, and safe, environment, reporting any safety concerns to the Program Manager.
Support participants to achieve the highest level of independence possible in pursuit of their definition of a “good life.”
Provide input on and implement the participant’s Individual Plan in program, community or home environment.
Follow organizational guidelines to promote the participant’s health and safety.
Monitor, respond to and report issues of concern to the Case Coordinator or Program Manager the same day they occur.
Provide personal care and assist with daily living activities (toileting, dressing, wheelchair transfers, feeding, etc.) as needed, while respecting the participant’s privacy and confidentiality.
Accurately complete all participant-related data and documentation by the assigned deadline via a web-based platform.
Accurately complete time cards daily, leave requests, required credentialing documents, work related training and other required paperwork by the assigned deadline via the Family of Company’s (FoC) web-based platforms.
Attend and participate in department meetings and trainings as required.