No experience
Employment Type:
Full time
Job Category:
Administrative Assistant/Receptionist
(This job is no longer available)
Grad Date

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Job Description

Primary Purpose:

Performs a variety of administrative and clerical tasks including assisting with daily office and front desk needs, and managing general administrative activities to ensure the smooth functioning of services provided by HCHP.

Essential Duties:

Opens and/or closes the Kohou Office during hours of operation.

Greets clients and visitors with a positive, helpful attitude. Determines their needs and routes them to the proper staff person for services.

Collects insurance and other required information from clients at every visit. Checks client insurance status in the Medicaid database and updates Centricity accordingly, ensuring that all HCHP client information in Centricity is accurate and current.

Maintains an organized reception area and ensures that the waiting room area is kept clean at all times.

Answers incoming calls in a professional and courteous manner, and provides information or directs calls to the appropriate person. Responds to voice mail messages as necessary.

Collects and distributes all incoming staff and client mail as per established procedures. Delivers HCHP inter-office mail to established KPHC sites.

Distributes all incoming faxes according to established procedures. Assists staff with photocopying, faxing, mailing, etc.

* Ensures maintenance of all office equipment according to established procedures, including, fax and copy machines, and printers.
* Maintains office inventory, ensuring there are always efficient levels of supplies and other office equipment. Submits purchase orders to supervisor for signature.

Performs data entry for all information related to the Quality of Life Interview (QOLI) and Survey Monkey chart reviews.

Maintains an efficient and confidential filing system for HCHP clients. Responsible for chart maintenance; which includes filing, labeling, replacing, and reorganizing charts as needed.

Responsible for facility maintenance at the Kohou Clinic, including coordination with the Facilities Manager, the cleaners, and the property manager.

Purges old files as appropriate, and retrieves files from storage as requested.

Scans and uploads new intakes, annual updates, and other requested documents into Centricity.

Assists staff with scheduling, follow-up, and reminder appointments for clients.

Coordinates the monthly Food Bank run for the Kohou Clinic.

Ensures that hygiene bags are prepared and stocked.

Informs clients and other HCHP clinic sites of schedule changes, closures, etc

Assists management in preparation of correspondence, presentations, email communications, and excel spreadsheets as requested.

Prepares for meetings by printing agendas, minutes, and other documents as requested.

Manages and maintains HCHP organizational files and documents in hard copy and electronic databases, and updates accordingly.

Assists in the development of notices, flyers, brochures, newsletters, and other informational material about HCHP programs and services.

Supports HCHP management with general administrative and operational tasks.

Performs other tasks as necessary to assist with the smooth functioning of the Kohou Clinic.

Regular and reliable on-site attendance is required.

Other Duties:

* Perform other related duties as assigned
* Observe safety and security procedures; determine appropriate actions beyond guidelines; report potentially unsafe conditions; use equipment and materials properly.

Minimum Qualification Requirements:


Ability to relate courteously and patiently with homeless clients, staff, and others in the community.

Ability to operate a vehicle with a valid State of Hawaii driver's license.

Must provide proof of automobile insurance and clean drivers abstract.

Ability to work independently in an effective manner.

Strong communication and interpersonal skills.

Ability to work as a team player.

Intermediate to advanced knowledge of computer software applications in word processing, spreadsheets, database and presentation software (Word, Excel, Access, PowerPoint).


High school diploma or GED equivalent.


One or more years of related office experience.

Kalihi-Palama Health Center is an equal opportunity employer that is committed to diversity, and values the ways in which we are different. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristic protected by applicable law.