Administrative Assistant

What Will Your Job Look Like?

The Administrative Assistant provides clerical, reception and administrative support to the ADA programs.

Duties include handle phone calls (both outgoing and incoming calls), general clerical tasks, data entry, process picture ID’s and mail-in application, manage faxes and handle numerous other customer requests.

This position is located at our office in Honolulu, HI. Hours of Operations: Monday-Friday 8am-5pm

What You’ll Do:


* Enter Customer contact information into appropriate software system; 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 the management team in regards to, violation of contractual deadlines and/or 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 photocopier, 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 mail 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 packet


* 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 p...