Job Details

Overview: Working under the supervision of the Executive Director, the Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Executive Director. Duties include general clerical, receptionist, and project-based work. Project a professional company image through in-person and phone interaction and written correspondence. 

Duties and Responsibilities:

        Coordination

1. Oversee all aspects of general office coordination.
2. Maintain office calendar to coordinate workflow, patients and meetings.
3. Maintain and distribute staff weekly schedules.
4. Coordinate and direct office services.
5. Set up and coordinate meetings and conferences.

Communication

1. Interact with patients, vendors and visitors.
2. Answer telephones, manage schedule and transfer to appropriate staff member.
3. Open, sort and distribute incoming correspondence, including faxes.
4. Sign for and distribute UPS/FedEx or similarly delivered packages.
5. Prepare responses to correspondence containing routine inquiries.
6. Manage and update the organization`s website and social media accounts.
7. Maintain confidentiality in all aspects of patient, staff and agency information.

Clerical/Administrative

1. Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
2. File and retrieve organizational documents, records and reports.
3. Receive payments from patients and make bank deposits.
4. Gather new and ongoing patient information, verify insurance, and maintain confidential patient records in electronic medical record system.
5. Prepare agendas and make arrangements for committee, Board or other meetings.
6. Attend Board, committee meetings or other meetings as requested in order to record minutes.
7. Compile, transcribe and distribute minutes of meetings.
8. Assist with overall maintenance of the organization and its offices.
9. Collect and maintain inventory of office equipment and supplies.
10. Research, price and purchase office furniture, equipment and supplies.
11. Arrange for the repair and maintenance of office equipment.
12. Support staff in assigned project‐based work.
13. Provide administrative support to trainees as needed.
14. May supervise volunteers and other support personnel on office related tasks.
15. Assist in special events, such as fundraising activities and strategic planning.
16. Other duties as assigned by Executive Director.

Human Resources

1. Coordinate and maintain records for staff, office space, telephones, parking, petty cash and office keys.
2. Support staff in maintaining credentialing documents.

Knowledge, Skills, and Abilities:

1. Computer literate.
2. Good writing, analytical, and problem‐solving skills.
3. Knowledge of principles and practices of organization, planning, records management and general administration.
4. Ability to communicate effectively.
5. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers, and facsimile machines.
6. Ability to follow oral and written instructions.
7. Ability to create and modify documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, Facebook, or other programs. Ability to manage and work with website building software preferred.
8. Experience working in health care settings preferred.

Minimum Qualifications:

1. At least three (3) years experience in general office responsibilities and procedures.
2. Must be computer literate.
3. Knowledge of principles and practices of basic office management and organization.
4. Ability to work well either alone or as part of a team.

Working Conditions

Working conditions are normal for an office environment. 

Compensation & Conditions of Employment

The salary range for this position is $18-$24 per hour and commensurate with qualifications and experience.  To ensure a good fit between the staff member and I Ola Lāhui, there will be a 90-day probationary period at the start of employment for this position. Ongoing employment is contingent upon performance evaluation at 90 days.