Administrative Assistant at Easterseals Hawaii in Kapa'a, HI

Administrative Assistant

Location: Kapa'a, HI (Kauai) · In Person

Are you passionate about transforming healthcare and making a positive impact? Join us at Easterseals Hawaii as an Administrative Assistant/Direct Support Professional in our Adult Home & Community-Based Services Program. This role plays a pivotal part in providing both administrative and direct support to program participants, ensuring an efficient, thorough, and compassionate experience.

As an Administrative Assistant/Direct Support Professional, you will collaborate closely with our team to support the Adult Home & Community-Based Services Program. Your duties will include administrative tasks like assisting with reports, data collection, and general office duties. Additionally, you will promote the individual growth of program participants in a safe and positive learning environment (either in a program, community, or home-based setting) with a focus on increasing the participant’s options, opportunities, and community integration with daily life in support of our mission to make a positive difference. Our skilled staff will provide you with the training you need to feel comfortable and confident in all aspects of the role.

Essential Job Functions

Administrative Assistant (50%)

• 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.

Direct Support Professional (50%)

• 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.

Qualifications

Minimum Education, Experience & Training Equivalent to:

• Must be at least 18 years of age.
• High School diploma or GED required.
• Minimum one (1) year experience in administration.
• Associate’s degree from an accredited college or university preferred

Knowledge & Skills:

• 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.
• Aptness to communicate effectively verbally and in writing; American Sign Language or bilingual ability preferred.
• Propensity to appropriately interpret and implement policies, procedures, and regulations of ESH; training provided.
• Knowledgeable and skilled in computer/Microsoft processing software and excel. Must be able to use an iPhone or work cell phone if applicable.
• Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
• Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.

Physical Requirements:

• Must be able to communicate effectively within the work environment, read and write using the primary language within the workplace.
• 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.
• Frequent driving to and from office, community and participants home.
• Ability to stand or sit for extended periods of time, stand for up to 6-8 hours a day.
• Utilize computer, cell phone (iPhone), desk phone, scanner/printer for effective communication.
• 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.

CONDITIONS OF EMPLOYMENT

• Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Able to travel to multiple work sites and client homes. Reliable transportation needed.
• 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.
• Must attend any required training.

Full time
$20-22 Hourly