Compliance/Administrative Specialist

1 Full Time Regular Position


Ke Kama Pono


Program Director

Primary Purpose

Provide administrative support to the Program Director.

Essential Duties

  • Collect and compile program data;
  • Prepare reports as required by the program and other entities such as the Food Bank;
  • Monitor compliance of the program requirements with State licensing unit;
  • Collaborate with the Human Resources Department to collect and compile required documents for the State’s annual licensing submission;
  • Record and prepare minutes for staff and parent meetings;
  • Work with Program Director and/or Budget Analyst to reconcile program funds;
  • Prepare reimbursement vouchers and submit receipts in a timely manner;
  • Create monthly meal planner;
  • Prepare weekly staff schedule;
  • Purchase food and supplies for the program.

Other Duties

Other duties as assigned by the Program Director.

Work Hours

  • Monday through Friday, 8:00am – 4:00pm, or as determined by the supervisor;
  • Hours and days may be subject to change depending on the needs of the program;
  • Position requires regular and predictable attendance;
  • Some events on evenings or weekends at various times.

Working Conditions

  • Office setting;
  • Travel in program and/or personal vehicle to and from other sites and vendors.

Equipment Use

Program and/or personal vehicle, computer and/or lap top, printer, scanner, copier, fax machine, office phone, microwave, ice machine, and stove.

Mental, Physical, and Communication Demands

  • Consistent adherence to the practice of PIDF’s five core values that are used as a guiding force in the success of all of its programs;
  • Be keenly aware of and attentive to program participants;
  • Must analyze and problem solve issues;
  • Must be able to multitask and prioritize;
  • Must be very organized and detail oriented;
  • Must possess strong interpersonal skills;
  • Must be able to cope with stress that may be induced by the situations of our clients.
  • Requires lifting and carrying up to 20 pounds on a regular basis;
  • Must be able to redirect and restrain if resident poses danger to self and/or others.
  • Must exhibit courteous and professional demeanor towards program participants, staff and administration via verbal, written, physical, and electronic correspondence;
  • Requires good oral and written communication skills;
  • Must be able to maintain confidentiality.

Minimum Qualification Requirements

  • Associate’s degree in office administration or related field, or two (2) years of education from a college or university;
  • One (1) year of work experience in the area of administration or data collection;
  • Must be proficient in Microsoft Office;
  • Must have access to a vehicle, have a valid driver’s license, a safe and responsible driving record, and current no-fault auto insurance, with at least $100K in bodily collision per person and $25K in property damage liability;
  • Must not have any Child Abuse and Neglect confirmations and able to obtain State criminal and FBI criminal clearances and meet DHS standards regarding these clearances;
  • Must be willing to be certified for CPR/First Aid, Crisis Prevention Intervention (CPI) upon hire and annually;
  • Must have current TB test completed that will be updated annually;
  • Must pass the physical examination requirement.

All positions require that the incumbent have no convictions of any crime against a child or other vulnerable person. We conduct periodic criminal background checks as a condition of employment.

The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.