Administrative Assistant

Position Summary

Under the supervision of the Director of Administration, serves as key assistant for administrative functions and assists with audits, accreditations, agency and provider credentialing, correspondence, assigning tasks and monitoring task progress. This position also provides administrative support to the CEO, Board of Directors and other Executive Level staff as needed.

Position Accountabilities

I. Essential Functions

1. Serves as a key assistant to the Director of Administration for administrative functions and the administrative portion of contract proposal composition and submission process.

1. Coordinates the compiling of information and preparing documents for submittal of request for proposals (RFP) responses and other bids/contracts/agreements including State, Federal and Foundations, and Third-Party Insurers (both Agency and Professional Providers).

1. Assists in the development and completion of proposal preparations for RFP, grant/or subcontracting/partnering opportunities with government and private sector sources.

1. Assists with the Quality Improvement and Outcomes Measures as needed for accreditation, licensure and contracts.

1. Maintains contract files in electronic and hard copy formats. Keeps documents up to date according to contract specifications and requirements.

1. Assists with the coordination of required training related to ADAD, CARF, AMHD and OHCA requirements.

1. Maintains credentialing files for both organization and licensed professionals employed by Hina Mauka. Keeps documents up to date according to credentialing agency, contract, and insurance provider specifications and requirements.

1. Maintains computer databases, agency insurance files, corporate legal documents and contract files. Coordinates agency insurance requirements.

1. Assists with preparation for fiscal, state, federal and accreditation audits.

1. Processes applications for, changes to, reinstatement of, and cancellation of insurance policies. Duties include reviewing insurance applications to ensure that all questions have been answered, compiling data on insurance policy changes, tracking, insurance coverage data and verifying the accuracy of organizational insurance records. Acts as a liaison for the organization to insurance carriers.

1. Coordinates the ordering of office, facility, medical supplies and maintains inventory of supplies.

1. Make travel arrangements for department supervisors when needed and maintain travel logs for record keeping purposes.

1. Provides back up coverage during lunch/absences of Intake & Client Services Associate.

1. Compiles data and minutes for Quality Improvement Plan, Performance Improvement Plan, Medical Reviews, and Incident Reporting.

1. Assist and coordinates organization events to include Fundraising Events, Holiday/Staff events, Community and Recovery Events

1. Coordinates with the IT Department for maintenance of administration office equipment.

1. Assists the Director of Administration, Facilities Supervisor and Food Service Supervisor with assigning tasks and monitoring task progress.

1. Acts as liaison between CEO and Board of Directors to organize meetings, correspondence and related functions.

1. Prepares needed documents and correspondence for the Board of Directors

1. Records and/or transcribes minutes of meetings, hearings, dictation, dialogue, etc., and produces documents in draft and final format.

1. Participates and/or assists in special projects, and performs associated administrative duties, as assigned; may provide support and direction to other staff

Facilities and Food Service Department

1. Serve as a liaison to vendors utilized by Facilities & Food Service Department.
2. Coordinates projects including scheduling and inspecting of contractor work, problem resolution and review of documents.
3. Assists Food Service Supervisor with documents and menu planning/updates.
4. Coordinate and record minutes for Food Safety meeting.

II. Other Functions

1. Assists with compiling mail outs, data entry, filing and other clerical functions as needed.
2. Performs other related duties as assigned.

III. Qualification Requirements

 Experience and Training:

1. High school diploma or GED equivalent. Two (2) years of relevant work experience could substitute for education.

1. Advanced skills in MS Word, Excel, and Outlook. Experience with database and desktop publishing software.

3. Typing skills of 45 wpm; clerical, data entry, and bookkeeping skills.

 Knowledge, Skills and Abilities:

1. Demonstrate the Hina Mauka values in interactions with co-workers, persons served, and others in the community who are engaged with Hina Mauka.

1. Ability to work independently and cooperatively with others maintaining effective working relationships with staff from different levels both inside and external to the organization.

1. Ability to work with and relate to individuals with substance abuse disorders including dually diagnosed and related challenges. Ability to work with their support systems.

1. Ability to respond calmly and efficiently in stressful situations.

1. Ability to communicate diplomatically and effectively both verbally and in writing.

1. Ability to complete tasks and meet deadlines in a fast-paced environment and handle multiple projects simultaneously.

1. Strong organizational skills.

IV. Physical/Mental Demands

Light physical effort; occasional standing/walking/lifting. Must be able to lift up to 25 pounds. May be exposed to infectious and contagious diseases.

To apply, please send your resume and cover letter