Administrative Secretary N

Child & Family Service•Honolulu, HI

10d•$0 - $19•Onsite

About The Position

Under the direction of the Program Supervisor, the Administrative Secretary is responsible for providing administrative support to the Domestic Violence Advocacy Program. This role includes specialized secretarial and clerical tasks that necessitate a comprehensive understanding of relevant terminology, forms, and procedures. The position also involves managing sensitive and confidential information in compliance with HIPAA guidelines. The Administrative Secretary’s responsibilities involve: Screening potential participants over the phone and during the intake process. Provide administrative and clerical support to the program, ensuring effective coordination between support staff and the program team. Schedule intake assessments and update participant attendance records. Oversee the maintenance of participant records and facilitate communication with both internal and external sources. The skills required for this role include answering phones, welcoming and assisting office visitors, and operating personal computers and other office equipment. This dynamic position requires a significant level of initiative, independent judgment, and discretion in managing calls, visitors, and mail, as well as handling requests for information.

Requirements

High school, plus additional courses or specialized training at business or community college, or other formal training facility or program.
Ability to understand and carry out assigned duties effectively.
Knowledge of stenography, office routines, elementary accounting procedures; operation of equipment such as bookkeeping and billing machines, tabulating equipment, transcription machines.
Competent use of computers, to include use of MS Word and Excel spreadsheet applications.
Able to operate office machines such as facsimile machines, and photocopier machine.
Familiar with Zoom and Teams Platforms to schedule meetings and minor technology support.
Subject to a criminal background investigation and continued employment is contingent on a record clear of convictions.

Responsibilities

Screening potential participants over the phone and during the intake process.
Provide administrative and clerical support to the program, ensuring effective coordination between support staff and the program team.
Schedule intake assessments and update participant attendance records.
Oversee the maintenance of participant records and facilitate communication with both internal and external sources.
Answering phones, welcoming and assisting office visitors, and operating personal computers and other office equipment.
Managing calls, visitors, and mail, as well as handling requests for information.