Oahu Preschool Open Doors (POD) Administrative Support / Outreach Specialist

Job Description

Job Description

Summary

PATCH is seeking an individual to be responsible for providing clerical support, coordinating , identifying and attending outreach opportunities / events and build new partnerships with community based organizations for the Preschool Open Doors Program.

Duties

Essential Duties :

Date and log all incoming mail and applications and then distributes all applications and mail to the correct Case Workers.

Send requested applications to customers.

Assists Case Workers in processing applications.

Answer telephone, emails, and general inquiries of the POD Program.

Responsible for photocopying, filing and distributing Preschool Open Doors materials.

Maintains Microsoft Excel databases.

Prepares reports and / or data to Program Manager on timely basis.

Scans documents using DHS Encapture program and classifies scanned documents into the ECF (Electronic Case File) program.

Prepares mail-merge for mass mailings

All clerical and administrative support as necessary to effectively run the program.

Increase program awareness, engage in community support and conducts outreach events.

Keep complete record of outreach events, activities, and contacts along with the people reached

Any other duties as required by the Program Manager.

Requirements

Working Conditions : Usually indoors in an office setting.

Work Hours : 7 : 30 a.m. to 4 : 30 p.m.; Monday – Friday : duties may require overtime and weekend hours.

Equipment Use : Computer and standard office equipment.

Mental, Physical and Communication Demands :

• While performing the duties of this job, the employee is regularly required to sit. While doing outreach and training, the employee is regularly required to stand and must occasionally lift and / or move more than 50 pounds.
• Must have good organizational skills.
• Requires relating to people in a friendly and professional manner with excellent oral and written communication skills to prepare clear and concise reports and to communicate effectively with staff, funders, partners, consultants and representatives from similar programs and other community agencies.
• Ability to effectively supervise multi-cultural staff and interact in a multi-cultural community.
• Must be able to analyze problems and develop effective solutions.
• Demonstrate the ability to work independently and also closely in a team.
• Must be organized and be able to pay close attention to detail.
• Must be able to supervise and support employees, while working under minimal supervision.
• Must possess a valid Hawaii drivers license with access to an insured vehicle. The employee is required to use their personal vehicle and must be willing to travel to various locations, including off-island, for meetings.

Minimum Qualification Requirements :

Skills and Knowledge :

Education and Experience :