- 10-Feb-2017 to 11-Apr-2017 (PST)
- Bremerton, WA, USA
- $13-$14 DOE
- Full Time
Paid time off, medical, dental, 10 paid holidays
The Korean Women's Association (KWA) is an equal opportunity employer. It considers all applicants without regard to race, color, national origin, religion or creed, gender, disability, marital status, familial status, age, sexual orientation, gender identity or any other protected characteristic.
1. Purpose of Position
Under immediate supervision, provides clerical support and other personnel related duties. Interaction with staff, customers and public is an integral part of this position. After initial guidance, employee performs recurring assignments without specific instruction and resolves day to day problems under available guidance. Assistance is readily available on unusual or questionable transactions. The Supervisor spot checks the work, or it is reviewed in the course of subsequent processes. In offices with more than one Admin. Assistant duties will be split between supervisors.
2. Essential Duties and Responsibilities
A. Depending upon assignment, performs one or more of the following:
Answers all incoming calls, maintain a record of essential calls & inquiries, connecting callers to the office, department or person requested;
Responsible for phone service and messages involving the answering service;
Meets and greets customers, public and KWA staff at the office and escorts them to the appropriate person or persons;
Responds to clerical needs and assignments as directed;
Assists in locating and compiling data for reports;
Operates and cares for commonly used office machines and equipment. Coordinates and documents service calls for all office equipment;
Maintains, cleans and stocks office kitchen as needed;
Clean & maintain office by removing trash, cleaning windows and vacuuming office, may also need to pick up trash in parking area, as needed;
Maintains adequate office supplies;
Manage office petty cash per KWA Petty Cash Policy, as needed;
Advocate/outreach/refer CGs for home care services;
Represent KWA internally and externally on committees and work groups only as directed by Director of IHC, Regional Manager or supervisor;
Process & supervise work for any "volunteers" & other service related individuals;
Attend all required trainings;
Be familiar with the WAC's, Statement of Work & contract regarding CG & KWA requirements for their particular office; and
Be familiar with the SEIU bargaining agreement regarding CG requirements.
B. Human Resources
Coordinate with homecare supervisors/program manager to recruit CGs as needed, e.g. job fairs, post flyers, advertising, etc.
Assist in pre-screening CG applicant(s);
Process WATCH & BCCU background checks;
Process necessary steps according to policies and procedures if applicant has a negative background check;
Process fingerprinting of applicant(s) according to home care rules;
Conduct reference checks;
Set up and/or conduct orientation training for new employee(s) and ensure all required documentation is completed and signed by new employee(s) before new hire is available for work;
Collect and complete personnel file within 24 hours of hire date noting completion date and time;
Input new employee's personal information into the Hometrak database; and
Submit required documentation for new employee to payroll specialist at KWA headquarters within 72 hours of hire date.
Training, Tracking & Personnel Files:
Schedule required CG trainings with the Training Partnership within time deadlines with proof of documentation in personnel files;
Keep Supervisor(s) & CGs informed & reminded of training dates;
Complete CG application for the Prometric testing & Home Care Aide (HCA) certification with the CG;
Tracks all drivers licenses, ID's, automobile insurances, training certificates & background checks are current for all CGs;
Maintain current CG personal information address, email, phone, etc.
Process all terminated personnel files and notify payroll specialist of termination within 72 hours of termination;
Assist Supervisor with caregiver work scheduling, windshield miles & payroll, as needed;
Maintain an updated list of available/substitute CGs; and
Assists, as needed, to train KWA new hires/office assistants.
C. Assist to process unemployment & L&I claims:
Process unemployment claims within 24 hours of receipt;
Collect/file all Incident/Accident Reports from homecare supervisor;
Provide HR with all necessary information needed to process L&I claims within 48 hours of being notified of incident/accident; and
Assist in work assignments for L&I claimant released to office or CG light duty.
D. Client Files & Audits
Assists in maintaining client files;
Assists in preparing CG and client files for audit; and
Be familiar with the "Monitoring Tool" for CG requirements.
3. Position Requirements and Qualifications
Satisfactorily pass criminal history & reference checks;
Must have excellent interpersonal and communication skills;
Good organizational skills;
Ability to work independently and cooperatively with others;
Ability to maintain confidentiality in all assignments;
Ability to be flexible and perform work under time pressure;
Ability to manage multiple projects simultaneously;
Competency in data entry and to operate general office equipment such as multi-line phones, computers, copy and fax machines, etc.;
Knowledge of records management procedures necessary to assemble and maintain required information;
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation, supervision and benefits; and
Proficient in MS Office Suite, e.g. PowerPoint, Excel, WORD, etc.
3.1 Educational Level -- High School Diploma, GED or foreign equivalent required. Some college preferred.
3.2 Experience -- Two years' experience in office administration and procedures.
4. Working Conditions
1. Environmental parameters:
a. Ability to work in an office environment; and
b. Ability to drive to other locations, as needed.
2. Physical demands:
a. Type: sedentary work ability to perform administrative duties, typing, filing, bending over to low files, reaching high files;
b. Ability to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move an object; and
c. Work involves sitting most of the time, but may involve walking, twisting, standing and driving for extended periods of time.
5. Work Schedule --- Ability to work 40 hour week, if full-time position, otherwise as part-time position at discretion of the supervisor.
6. Aptitude Requirements
a. Ability to apply principles of logical thinking, to define problems;
b. Ability to collect data;
c. Ability to establish facts and draw valid conclusions;
d. Ability to solve practical problems; and
e. Ability to interpret a variety of instructions furnished in written, verbal, diagrammatic or schedule form.
a. Ability to read, write, speak, understand or communicate in English sufficiently to perform the duties of the position;
b. Ability to record and deliver information;
c. Ability to speak distinctly and listen carefully in order to communicate effectively on all levels;
d. Ability to draft work related documents;
e. Ability to log in data and draft data summaries;
f. Ability to answer inquiries from homecare workers; and
g. Ability to follow rules and policies of the company.
3. Administrative Detail:
a. Ability to complete forms, record and locate data accurately; and
b. Ability to pay close attention to detail and accurately distinguish data.
1. Motor coordination:
a. Ability to accurately reach, feel or handle equipment used in daily routine.
2. Finger dexterity:
a. Ability to pick, pinch or otherwise work with fingers to operate above equipment.
3. Manual dexterity:
a. Ability to seize, hold, grasp, turn or otherwise work with hands to operate above equipment.
1. Near vision:
a. Clarity of vision at 20 inches or less.
2. Mid-range vision:
a. Clarity of vision at distance of more than 20 inches and less than 20 feet.
3. Far-range vision:
a. Clarity of vision at 20 feet or more.
Note: The requirements for this position are indicative of the physical and mental capacities needed to satisfactorily perform the duties for the position. Reasonable accommodations, as required by the Americans with Disabilities Act will be granted wherever possible.
The above job description is not comprehensive. The job responsibilities may include other duties. This job description also does not constitute an employment agreement between KWA and the employee. KWA may change the job duties as it determines to be necessary or useful to meet its needs.