Administrative Assistant II - Full Time Honolulu

Job Description

Job DescriptionParents and Children Together is a statewide company that works with Hawaii’s children, individuals, and families to create safe and promising futures. Our vision is for Hawaii to be a peaceful, safe, and vibrant community with opportunities for all to fulfill their dreams. Our company culture is deeply embedded by our Core Values of Respect, Collaboration, Informed Approach, Excellence, Holistic Care and Future Focused.

If our mission and core values resonate with you, please consider us an organization to join. You’ll be joining one of Hawaii Business Magazine’s recognized Best Places to Work recipient for 2025 and for the previous 11 years.

Job Title: Administrative Assistant (AA) II

Location/Work Status: Honolulu, Hawaii

Job Type: Regular Full Time, Non-Exempt

Compensation: $19.61/hour with competitive benefits package

Benefit Highlights:

• 21 Paid Vacation Days, 12 Paid Sick Days, and 14 Paid Holidays
• Medical Coverage through Kaiser or UHA – you chose the best option for your family
• 401K or Roth with 4% Employer Match
• Life Insurance
• Pet Insurance

Summary of Program and Position:

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.

The Administrative Assistant (AA) II provides administrative and clerical support to the Program Director, Supervisors, and the staff of the Voluntary Case Management Program. This position communicates with external and internal referral sources by accepting and processing all in-coming referral paperwork as well as all administrative duties needed to maintain an accurate and organized client record. This position will be assigned to assist specific programs as designated by the Program Director. This position is under the direct supervision of the Program Director.

Essential Duties:

1. Behaves in a manner that supports the agency's mission and follows personnel policies and procedures.

2. 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.

3. 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.

4. Accepts and processes all incoming referral paperwork from assigned program in preparation for the Program Supervisors’ review and assignment to staff.

5. Works in conjunction with assigned Program Supervisors to identify, collect, and input all data needed for funder reports.

6. 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.

7. Develops office procedures and forms as needed, orders, and maintains office supplies and coordinates the repair of office equipment.

8. Reconciles financial accounts such as purchase orders and mileage reimbursement for assigned VCM staff.

Education / Training:

• High school diploma or equivalent required.
• Two (2) years experience in clerical or data entry position required.

Other:

1. Be at least 18 years of age.

2. Possesses and maintains a valid driver’s license.

3. Has daily access to an automobile.

4. Possesses and maintains proof of no-fault insurance.

5. Can obtain an acceptable Fingerprint (FBI) Background Check upon initial hire and as requested.

6. Can obtain a State Criminal History check upon initial hire, one year later, and every other year thereafter or as requested.

7. Can obtain an acceptable CWS child abuse registry check upon initial hire, one year later, and every other year thereafter or as requested.

8. 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.