Administrative Assistant

Merchant Marketing Group - Honolulu, HI

Full-time - Entry Level

Honolulu, HI

Transit and Ground Passenger Transportation

About the position

The Administrative Assistant plays a crucial role in providing clerical, reception, and administrative support to the ADA programs. This position involves managing phone calls, data entry, processing picture IDs, and handling various customer requests, all while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Enter customer contact information into appropriate software system and ensure accuracy of data entries
• Answer inbound phone calls in a polite, timely manner
• Take photos of all customers and create identification cards
• Conduct outbound phone calls
• Maintain program spreadsheets
• Maintain daily customer scheduling for Eligibility staff
• Maintain ongoing communication with the Quality Assurance team and management regarding contractual deadlines and possible liquidated damages
• Collect, track, and maintain all monies collected for replacement IDs
• Maintain confidentiality and comply with HIPAA regulations
• Anticipate needed supplies and order replacement supplies in a timely manner
• Manage all office equipment, including printers and photocopiers, serving as point of contact for vendors
• Maintain vendor files, monitor service, and recommend alternative suppliers as appropriate
• Design filing systems, document scanning, and ensure they are maintained and up-to-date electronically
• Provide comprehensive reception coverage while maintaining a high level of professionalism
• Ensure all staff and visitors are greeted in a pleasant and professional manner
• Project a professional image of MTM
• Establish and maintain effective working relationships with employees, supervisors, other agencies, participants, external partners, and the general public
• Communicate professionally with leadership both internally and externally
• Prepare and process mail daily, both outgoing and delivering all incoming mail to the appropriate departments
• Create mailings for appointment reminders and re-certification letters
• Assist with printing and mailing determination letters
• Create customer information packets
• Create client folders
• Enter all mailed information and dates into appropriate software system
• Attend to a variety of administrative details such as keeping informed of department activities
• Report promptly any complaints or unusual circumstances that may arise to management
• Check fax machine regularly; deliver faxes to the appropriate person/department with special attention to urgent faxes
• Conduct marking and tethering assessments as required by business needs
• Regular attendance required for assigned shifts and as outlined by MTM's attendance policy
• Adhere to all MTM established protocols and policies

Requirements

• High school diploma or G.E.D.
• 2 years customer service experience
• 1 year administrative experience in a professional environment
• 1 year experience working with the ADA and/or elderly population
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future

Nice-to-haves

• Ability to work in multiple software systems at once
• Exemplary communication and phone skills
• Excellent customer service skills
• Excellent organizational skills
• Ability to work independently and as part of a team
• Ability to identify with customer needs and circumstances
• Ability to handle multiple tasks and situations in a fast-paced environment
• Knowledge of Microsoft Word, Microsoft Excel, and other Office Suite Products
• Ability to type 40 wpm

Benefits

• Health and Life Insurance Plans
• Dental and Vision Plans
• 401(k) with a company match
• Paid Time Off and Holiday Pay
• Maternity/Paternity Leave
• Leadership Mentoring Opportunities