Administrative Assistant

Job Description

Job Description

JOB DESCRIPTION

POSITION

Administrative Assistant

REVISION DATE

PROGRAM

Admin

8/13/2026

POSITION SUMMARY

This position is responsible for the day-to-day clerical and receptionist services and Kūkākūkā production. This position is non-exempt from the minimum wage and time card provisions of the Fair Labor Standards act as amended.

REPORTS TO

Office Manager. This position is also guided by the position description, Agency and program policies and procedures, applicable State and Federal laws.

CLASSIFICATION

Full Time, Non-exempt

COMPENSATION

$17.00 - $18.50/hr

I. CORE FUNCTIONS

Administrative Duties

1. Clerical support to Administration.
2. Covers for Office Manager during his/her absence.
3. Assist Office Manager in the maintenance of conference rooms, and personnel files, in accordance with agency, DOH, CAMHD, and CARF standards and State/Federal laws.
4. Maintain, record, and file training data for all staff.
5. Maintains photo identification and input. 
6. Creates and maintains such data collection systems as may be assigned.
7. Serves as receptionist, including taking telephone messages, greeting clients, and providing routine information when needed.
8. Type’s letters, reports, and other documents as assigned.
9. File all documents according to established filing procedures.
10. Segregate expired charts and files for destruction and/or continued maintenance.
11. Pre-check payroll for accurate number of checks and distribute.
12. Prepare packets for staff, volunteer recruitment and benefits package. 
13. Report and communicate with Office Manager on assigned activities on a daily basis.
14. Ensures that consumer rights and confidentiality are protected in accordance with Agency policy.
15. Other duties as assigned.

Public Relation Duties

1. Produces the agency newsletter.
2. Oversees, updates/prepares public relations documents, such as brochures, display materials as called on by the Executive Team.

II. OTHER FUNCTIONS

1. Assists in compliance with Agency safety and health procedures.
2. Assigned to hold and distribute keys as needed.

III. QUALIFICATIONS

Knowledge / Abilities

1. Ability to accurately type from dictation or handwritten documents and ability to proofread one’s own work.
2. Multi-tasking.
3. Ability to problem-solve and perform tasks with minimal supervision.
4. Word processing, spreadsheets and database management skills required.
5. Personal warmth and the ability to communicate with consumers.

Education

1. High School Diploma, or equivalent from accredited institution

Experience

1. A minimum of four years of experience as a clerk or equivalent position. Work experience should show progressively increasing levels of responsibility. 

Physical Requirements

1. Within reasonable modifications, must be physically able to perform efficiently the duties of the position. Any physical condition which could cause the applicant to be a hazard to him/her or to others will disqualify him/her for appointment. Able to complete all physical requirements of the position with or without reasonable accommodation.

IV. OTHER REQUIREMENTS

1. Valid driver’s license and clean traffic abstract within the past three years and ready access to an insured vehicle.
2. Availability to work flexible hours, including nights, weekends and holidays.
3. Provide consent and necessary information for a criminal background check.
4. Consents and submits to drug testing.
5. Provide a current TB clearance, Hepatitis B and Covid-19 vaccination.

Equal Employment Opportunity (EEO) Statement:

We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any federal, state, or local protected class.

Work Environment and Physical Demands:

This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is occasionally required to stand: walk: reach with hands and arms: and stoop, kneel, or crouch.

Professional Development and Training:

This position is expected to participate in ongoing professional development opportunities and attend relevant workshops and training sessions as deemed necessary by the Supervisor.

Job Description Disclaimer:

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.