Position Summary
Under the direction of the Director of Administration, serves as key assistant for administrative functions and assists the CEO and Chief Financial Officer with correspondence, assigning tasks and monitoring task progress.
Position Accountabilities
I. Essential Functions
1. Serves as a key assistant to the Chief Administrative Officer for administrative functions and the administrative portion of contract proposal composition and submission process.
2. Assists the Chief Executive Officer (CEO) and Chief Financial Officer with marketing projects, correspondence, assigning tasks, and monitoring task progress.
3. Provides overall supervision, assigns work, documents staff performance, counsels and advises staff members. Recommends personnel actions such as selection, evaluations, promotion, staffing and discipline within the guidelines of Equal Employment Opportunity and Affirmative Action programs and in accordance with policies and procedures.
4. Represents Hina Mauka in some community activities.
5. Manages office environment and overall office functions, including overseeing major office purchases, and coordinates with Director of Technology on office equipment utilization and staff office locations, telephone and long distance capability. In coordination with Director of Technology, acts as the system administrator of the agency’s telephone and communication systems.
6. Works with the CEO and CFO to keep Board of Directors informed, and oversees management of Board activities, e.g. coordinating communication and documentation for Board Meetings, and other events.
7. Maintains computer databases, agency insurance files, corporate legal documents and contract files. Coordinates agency insurance requirements.
8. Assists with preparation for fiscal, state, federal and accreditation audits.
9. Responsible for the maintenance of office equipment. Coordinates maintenance of office supplies.
Position Accountabilities
I. Essential Functions
10. Acts as the volunteer coordinator for all volunteer/community service workers; maintains volunteer/community and student files. Coordinates placement of volunteers and/or community service workers for departments as needed.
11. Works with departments in communication of administrative matters.
12. Oversees enrollment of employees for group medical, enrollment of 403(b), Aflac and group life insurance plans.
13. Motivates staff in a positive manner; develops teamwork in accepting and practicing the policies and procedures of the department. Communicates updated and new guidelines and regulations to staff.
14. Reviews department operations to ensure compliance with applicable CARF standards and federal and state regulations.
15. Reports unsafe conditions and injuries, illnesses and incidents in a timely manner and ensures that employees perform duties using safe work techniques and in accordance with OSHA safety, health rules and sanitation standards.
II. Other Functions
1. Creates flyers and marketing publications as needed.
2. Performs other duties as assigned.
III. Qualification Requirements
Experience and Training:
1. High school diploma or GED equivalent.
2. Minimum of three (3) years supervisory experience.
3. Typing skills of 45 wpm; experience in the use of desktop publishing software.
Knowledge, Skills and Abilities:
1. Strong computer skills and advanced knowledge of Microsoft Office – MS Word. Excel, Access, Outlook.
2. Strong organizational skills.
Administrative Supervisor
Knowledge, Skills and Abilities:
3. Ability to complete tasks and meet deadlines in a fast-paced environment, and handle multiple projects simultaneously.
IV. Physical/Mental Demands\
Light physical effort; occasional standing/walking. May be exposed to infectious and contagious diseases.
Travel required.
Paid Time Off (PTO) benefits to employees that increases over their length of employment. 22 days off in the first year.
Holidays. Hina Mauka provides paid time off for 16 annual holidays
Health Insurance HMSA/Kaiser/HDS.
Supplemental insurance plans are available through AFLAC.
FREE Parking
Hina Mauka utilizes an Employee Assistance Program through Work Life Hawaii at no cost to the employee.
Training and support are available for work-related workshops.
Hina Mauka offers employees a 403(b) plan that allows for pre-tax contributions by the employee for deferred tax saving.
Group life insurance is offered at no cost to the employee.
Other benefits including family and medical leave, worker’s compensation, TDI, bereavement leave, and supplemental pay for jury duty are also available.
EQUAL OPPORTUNITY EMPLOYER
