Administrative Assistant II - Full Time Honolulu

Summary of Program and Position

The Voluntary Case Management (VCM) program serves families on Oahu who have been referred by Child Welfare Services (CWS) after a report to the Child Abuse and Neglect Hotline has been made and the family has been identified as moderate to moderate high risk. Each family will be assigned a case manager who will address the range of family system issues that place children at risk of child abuse and neglect. They may also be assigned a skill builder who will work with the family to increase skills such as, but not limited to, parenting skills, co-parenting skills, problem solving skills, and stress management skills.

Essential Duties

• Behaves in a manner that supports the agency's mission and follows personnel policies and procedures.
• Performs general clerical and administrative support such as word processing including coordination and production of contractual required reporting, correspondence, telephone and in-person reception, filing, data entry, record maintenance, faxing, and timely and accurate data entry into PACT’s eHana and/or assigned program’s data systems.
• Maintains confidentiality and tracks family files and family related information such as immunization records and medical home; responds to calls from referred clients; explains the scope of service and/or the waitlist process; calls clients to cancel visits when necessary; and documents client contact in the client record.
• Accepts and processes all incoming referral paperwork from assigned program in preparation for the Program Supervisors’ review and assignment to staff.
• Works in conjunction with assigned Program Supervisors to identify, collect, and input all data needed for funder reports.
• Maintains client files from intake to discharge, including the insertion of external documents; providing information to funders as requested; and ensuring completeness of the client file at the end of service.
• Develops office procedures and forms as needed, orders, and maintains office supplies and coordinates the repair of office equipment.
• Reconciles financial accounts such as purchase orders and mileage reimbursement for assigned VCM staff.

Qualifications

• High school diploma or equivalent required.
• Two (2) years experience in clerical or data entry position required.
• Be at least 18 years of age.
• Possess and maintain a valid driver’s license.
• Have daily access to an automobile.
• Possess and maintain proof of no-fault insurance.
• Can obtain an acceptable Fingerprint (FBI) Background Check upon initial hire and as requested.
• Can obtain a State Criminal History check upon initial hire, one year later, and every other year thereafter or as requested.
• Can obtain an acceptable CWS child abuse registry check upon initial hire, one year later, and every other year thereafter or as requested.
• Can obtain an acceptable National Sex Offender child abuse registry check upon initial hire, one year later, and every other year thereafter or as requested.