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Program Assistant II

Alu Like, Inc.
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Job Summary:

The program Assistant II in Employment & Training helps with planning, implementing, and evaluating workforce development programs. This position involves providing administrative support to program specialists, communicating with all interested parties, and ensuring that services run smoothly to improve participants job readiness.

Duties and Responsibilities:

General Office Clerical Support (75%)

  • Operates office machines, such as copiers, scanners, voice mail system, and computers
  • Welcomes visitors, applicants, participants or callers to handle questions, or direct to appropriate staff
  • Answers the telephone, directs calls and/or takes messages
  • Communicates with customers, employees and other individuals to answer questions, disseminate or explain information as needed
  • Collects, files and organizes office documents, such as confidential records and reports
  • Creates, processes and manages program paperwork to include digital documents and files
  • Schedules and prepares related items for all SY/CS meetings, appointments, and orientations
  • Collects, logs and sends outgoing mail. Sorts, logs and distributes incoming mail
  • Shreds and discards outdated confidential paperwork
  • Processes CRT and supportive service invoice paperwork and prepares to send/mail out
  • Maintain office organization and cleanliness
  • Performs other related duties as assigned

Employment & Training Support 25%

  • Assist with SY/CS forms using the computer WIKI system program
  • Assist with RIASEC / Personality interest assessment, with outcomes that matches up with career choices
  • Assist with E & T monthly program highlights
  • Assist with preparation of Employer worksite packets for year-round job training opportunities
  • Assist, update and maintain the Google Drive Spreadsheet with the ALU LIKE Inc. Appointment LOG, E & T worksite master list, Case notes, SY/CS participant contacts and the Dream Navigator participant checklist with SY UNITs attempt and accomplished, notes, participant case notes and Dream Navigator kokua template

Interaction:

The Program Assistant II has extensive and daily contact with participants, vendors, volunteers, community agencies, organizations, and other ALU LIKE staff.

 

Job Requirements

Education and Experience:

  • High school Diploma or equivalent.
  • One (1) year of work experience in an administrative office setting or social service program.

Substitution

  • Bachelor’s Degree in Social Work, Human Services, Business Administration or other closely related field may be substituted for the experience.

Skills, Knowledge, and Abilities:

  • Ability to operate standard office machines
  • Proficient with computer software programs, including MS Office (Excel, Word, Outlook, etc.)
  • Knowledge and application of correct punctuations, grammar and spelling usage
  • Attention to detail
  • Ability to comprehend and communicate (orally & written), effectively
  • Ability to analyze problems, develop effective solutions, and resolve problems
  • Ability to accurately record data
  • Ability to work in teams and/or independently without direct supervision
  • Ability to work effectively with people of diverse backgrounds
  • Flexibility, self-motivation, and able to be a team player
  • Valid Hawai`i driver’s license, current no-fault insurance and daily access to an automobile

 

Working Environment:

This is position may require sitting or standing for long periods of time. Physical work may be required such as lifting, pushing, pulling and carrying up to 25 pounds

 

Desired Requirements:

  • Experience working with Native Hawaiian clients and community
  • Ability to operate photo, video, audio and other presentation equipment
  • Familiarity with Microsoft Word, Excel applications, Outlook, email system
  • Knowledge understanding and experience with Native Hawaiian culture and values