Administrative Specialist

Position Summary

The Administrative Specialist provides critical administrative, data management, and compliance support for the WIOA program, ensuring that all participant records, reporting requirements, and program documentation are accurate, complete, and audit-ready. This role serves as a central function in maintaining data integrity across all service areas, directly supporting performance reporting, compliance with WIOA requirements, and overall program effectiveness.

Beyond traditional administrative functions, this position plays a key role in data validation, reporting accuracy, and performance tracking, ensuring that participant outcomes such as Measurable Skill Gains, Credential Attainment, and Employment outcomes are properly documented and reportable within required systems.

Core Responsibilities

·        Transcribe and enter participant data in HireNet Hawaiʻi and other required reporting systems while adhering to high standards of accuracy, completeness, and timeliness of all entries

·        Support data reconciliation between case files and system records

·        Maintain complete, organized, and compliant participant case files (electronic and/or physical) by verifying all documentation collected is accurate and properly recorded in support of WIOA documentation requirements and audit standards

·        Support internal quality control processes and continuous improvement efforts through assistance in preparation for monitoring visits, audits, and program reviews

·        Coordinate scheduling, including participant appointments, follow-ups, and staff calendars

·        Manage communication with participants and employers as directed by program staff

·        Provide logistical support for program operations, workshops, and events

·        Support internal coordination across staff roles to ensure smooth service delivery

·        Support follow-up services by maintaining tracking systems for post-exit participant engagement

·        Monitor timelines for follow-up contact and reporting requirements

·        Flag missing or incomplete data for corrective action and assist the Supervising Career Navigator and Program Manager in identifying data inconsistencies or documentation gaps

Performance is evaluated based on:

·        Data accuracy and completeness

·        Timeliness of entry transcription and report generation

·        Audit readiness and compliance results

·        Effectiveness in supporting program operations and performance tracking

Minimum Qualifications

·        High School Diploma

·        Minimum 2–4 years experience in administrative support, data management, or program operations

·        Experience working with data systems, databases, or case management systems demonstrating strong analytical aptitude and high levels of attention to detail

·        Ability to manage multiple priorities and deadlines

·        Strong organizational and communication skills (written/spoken)

·        Ability to type 55+ WPM, proficiency with Microsoft Office products and/or workforce tracking systems (including HireNet Hawai‘i) are a plus.