Maui Recovery Program Administrative Assistant -Kahului, Hawaii

JOBTITLE:  Maui Recovery Program Administrative Assistant

CLASSIFICATION: Non-Exempt

Reports to:     Maui Recovery Project Coordinator (MRPC)

This is a new position in the Emergency Disaster Services Department. Position not to exceed (3) years with the option to extend based on workload and funding.

SUMMARY:

Under the general supervision of the Maui Recovery Project Coordinator (MRPC), the Maui Recovery Program Administrative Assistant provides direct Program Administrative support for the provision and processing of Maui Recovery Project assistance/services.    

WORKED PERFORMED:

1. Responsible for administrative services for the Maui Recovery Project unit such as assisting with receptionist/telephone duties and screening inquiries to the Maui Recovery Project office, assists with filing, typing/drafting email correspondence and financial reports/tracking of disbursements on WellSky, and helping to ensure accurate case information input/recordation on WellSky disaster response and/ or case management forms in addition to the platform used for the federally funded disaster case management program (DCMP). In collaboration with the MRPC helps assure the smooth flow of administrative and financial processes for Maui project recovery efforts and corresponding agencies including DHQ.
2. Serves as primary person to address/screen initial community inquiries/calls for Maui Recovery assistance/services.
3. Provides referral to pertinent community partner agencies as needs are determined.
4. In collaboration with the MRPC, helps to coordinate any volunteer tasks/assignments at the unit.
5. Responsible for organization and upkeep of the Administration document filing system, including accurate filing setup, storing/thinning/purging of hard files/documents as needed, and updating related data and entries on WellSky for the Maui Recovery Project including any needed NSS entries. Also able to run reports from WellSky or other social service platforms to ensure accurate data input/output.
6. In collaboration with the MRPC, also helps update employee files that includes but is not limited to the following:                                                                                                  a. the preparation and filing of DHQ Personnel EPANs,                                                                                                                                                                                                           b. new employee hire processing of unit orientation forms                                                                                                                                                                                                 c. Recordation of TB, PE, CPR, First Aid certifications and staff in-service completions.

    7. Coordinates inventory, ordering and receipt of unit office supplies and materials. This also includes assisting with making service calls for office equipment upkeep and supply orders.                                                                                                                                                                                                                                                                                                 8.Works with fiscal staff to ensure accurate processing and reconciliation of direct assistance disbursements.                                                                                                                     9. Works with MRPC and Maui Recovery Project Case Managers to ensure caseload sheet upkeep and any needed WellSky entries and input.                                                          10. Assists MRPC with completing any regular building/office safety inspections.                                                                                                                                                              11.Attends unit staff meetings.                                                                                                                                                                                                                                                               12.Interacts with others with courtesy and respect.                                                                                                                                                                                                                13.Completes other tasks or special projects as assigned by the MRPC.

QUALIFICATIONS:

High school diploma or equivalent work experience of office, personnel management, and/or administrative work experience required.  Excellent typing skills required.  (Bachelor's degree preferred).  Should be familiar with federal, state and local regulations, which effect administration of disaster/recovery funds/services.  Experience working with computers (Microsoft Office).  Solid knowledge of Maui County resources, culture, geographics, etc. 

SKILLS/TECHNICAL KNOWLEDGE:

• Valid driver’s license
• Prioritize multiple work tasks to meet tight deadlines.

• Excellent organizational skills

• Solid understanding and regular use of Microsoft Office     
• Able to work on short-term and long-term projects with competing deadlines.