Program Assistant

Helping Hands Hawaii•Honolulu, HI

About The Position

The Program Assistant supports the day-to-day administrative functions of the Community Clearinghouse (CCH) program. Functions will include, but are not limited to, responding to program inquiries, managing voicemail and call logs, reviewing incoming applications for completeness, and providing general administrative support to ensure efficient program operations. ESSENTIAL DUTIES & RESPONSIBILITIES: Respond to basic program inquiries via phone and email using established program guidelines. Assists with answering incoming phone lines and routes to appropriate departments and/or contact person. Provide general information about CCH services, eligibility requirements, and application processes. Route complex inquiries to appropriate program staff. Review incoming applications for accuracy, completeness, and required documentation. Enter client interactions into the online database. Follow up with applicants regarding missing or incomplete information when needed. Assists with maintaining organized files and records in accordance with program policies. Provide general administrative support to the CCH program team. Assist with preparing materials, forms, and documents for program operations. Assist with coordination of donor appointments, distributions of holiday gifts, collection drives, and special events. Completes administrative tasks, which include but may not be limited to form processing, data entry, photocopying, word processing and filing. Monitor and retrieve program voicemails and document inquiries in the CCH call log or online database.

Requirements

High School Diploma or equivalent.
Six (6) months to one (1) year of job-related experience where knowledge and abilities have been demonstrated, preferably in the Human Services environment.
An Associates degree or higher in social sciences and/or related field may be substituted in lieu of the above mentioned experience requirement.
Effective communication skills with proven ability to take and relay detailed and accurate information.
Extensive working knowledge of computer programs including but not limited to Microsoft Outlook, Word, Excel, and other database operational software.
Ability to work directly and collaboratively with diverse people and programs found in a multi-faceted agency and community.
Detail oriented, organized and ability to multi-task.
Valid Driver's license and willingness to use a properly insured vehicle.
Some occasional Saturdays may be needed.

Responsibilities

Respond to basic program inquiries via phone and email using established program guidelines.
Assists with answering incoming phone lines and routes to appropriate departments and/or contact person.
Provide general information about CCH services, eligibility requirements, and application processes.
Route complex inquiries to appropriate program staff.
Review incoming applications for accuracy, completeness, and required documentation.
Enter client interactions into the online database.
Follow up with applicants regarding missing or incomplete information when needed.
Assists with maintaining organized files and records in accordance with program policies.
Provide general administrative support to the CCH program team.
Assist with preparing materials, forms, and documents for program operations.
Assist with coordination of donor appointments, distributions of holiday gifts, collection drives, and special events.
Completes administrative tasks, which include but may not be limited to form processing, data entry, photocopying, word processing and filing.
Monitor and retrieve program voicemails and document inquiries in the CCH call log or online database.