Administrative Assistant

GENERAL DESCRIPTION
The Administrative Assistant provides oversight and support to all administrative duties in the office to ensure
the administrative office is operating smoothly. The Administrative Assistant is responsible for a wide range of
administrative duties and executive support-related tasks streamlining the administrative procedures. This role requires the ability to work independently with little to no supervision and a passion for supporting an
organization of diverse people.

REPORTS TO: Executive Director
Salary: $50,000 – $60,000/year

JOB RESPONSIBILITIES:

  • Oversee and support all administrative duties in the office to ensure the administrative office is
    operating smoothly.
  • Organize and schedule meetings to support the Executive Director.
  • Serve as a liaison between the organization and the Human Resources contractor to ensure necessary
    documentation for hiring, termination, and administrative upkeep for the HR Symphony website.
  • Responsible for the recruitment of new employees and scheduling of interviews. Organize the new hire
    orientations and track on boarding process to include background checks, driving abstracts, CPR/First
    Aid and other essential on boarding. Establish and monitor procedures for employee training record
    keeping.
  • Perform reception duties such as greeting visitors, answering phone calls, and directing virtual
    meetings. Intercept community inquiries and complaints and delegate to the appropriate department.
  • Responsible for the development, planning, and execution of company events including support for
    quarterly all staff meetings and the annual fundraiser.
  • Receive and sort incoming mail and deliveries as well as manage outgoing mail.
  • Provide administrative support through contract preparation, invoicing, copies, distribution, knowledge
    of supply inventories and placing orders, as necessary.
  • Manager contract and price negotiations with office vendors, service providers, and property leases.
    Ensuring all items are invoiced and paid on time.
  • Display excellent organization skills, maintain thorough and accurate records. Ensure security, integrity,
    and confidentiality of data.
  • Develop office policies and procedures, and ensure they are implemented appropriately. Determine
    procedural and policy changes to improve operational efficiency.
  • Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
  • Manage donor management software and ensure tax receipts are processed in a timely manner
  • Practice positive youth engagement through persistent and creative interactions to motivate and
    encourage the youth we serve.

JOB RESPONSIBILITIES

  • Proficient in all applications of Microsoft 365 suite and in other computer technology.
  • Organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.
  • Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and coworkers of all ages and socio-economic backgrounds
  • Associate degree or bachelor’s degree in a related industry or field (data science, business administration, business management, etc.) preferred.
  • Ability to complete a variety of daily, bi-weekly, and monthly documentation.
  • Understand and maintain confidentiality of client and employee information.
  • Perform general clerical duties including recordkeeping and filing.
  • Excellent verbal and written communication skills.
  • Ability to work independently and as a part of an interdisciplinary team.
  • Ability to work with diverse populations.
  • Valid HI driver’s license and reliable transportation and/or own vehicle.

TEAM PARTICIPATION

  • Participates in staff meetings and other group activities essential for operations
  • Leads team discussions on data standards and progress to develop viable solutions to ensure best
    support for the agency’s success.
  • Promotes good community relations and utilizes community services and resources.
  • Attends scheduled training programs for professional development that include, at a minimum, training
    required by RYSE and by regulatory and accrediting bodies.
  • Performs other duties as assigned.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. While performing the job, this position typically spends time sitting, standing, climbing stairs, walking, driving, carrying (50lbs), and lifting (50lbs), bending, stooping. Operating a computer keyboard, firm/strong grasping, and repetitive hand control. Makes and receives telephone calls. Use of general office equipment copier, fax machine and basic office equipment. Subjected to outside environmental conditions.

WORK ENVIRONMENT
The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves. The employee may experience a few unpleasant sensory demands associated with the client’s use of alcohol and drugs, and the lack of personal care. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations.

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