Secretary I

$42,672 - $51,864/Yr

Unclassified - Honolulu, HI

Full-time - Entry Level

Honolulu, HI

About the position

The Office of Housing (HOU) is dedicated to driving policy and strategy for housing across Oahu. This office plays a crucial role in leading cross-sector collaboration and policy changes aimed at stimulating the acquisition, development, and preservation of housing for all residents. Given the ongoing housing crisis on the island, the City and County of Honolulu's involvement in housing development is more critical than ever. HOU is seeking a Secretary I who is organized, positive, and a team player to support the Executive Director and Deputy Director in their daily operations. The Secretary will be responsible for managing calendars, scheduling appointments, handling incoming communications, and providing administrative support to ensure the smooth functioning of the office. This role requires strong organizational and communication skills, as well as proficiency in standard office equipment and software, including MS Office applications. In this position, the Secretary will coordinate and oversee the calendars of the Executive Director and Deputy Director, prioritizing meetings based on urgency and importance. The Secretary will also prepare meeting agendas, take minutes, and manage correspondence, ensuring that all communications are handled efficiently. The ideal candidate will have a background in administrative support, with experience in managing calendars and client interactions, and will be able to work independently with minimal supervision. This position is located in Downtown Oʻahu and is classified as an at-will position exempt from civil service regulations.

Responsibilities

• Coordinates, manages and oversees the Executive Director and Deputy Director's calendar; arranges date and location of meetings and considers the nature and urgency of business to prioritize meetings and events; prepares meeting agendas and communicates with meeting participants in advance of the meeting.
• Answers phone calls and directs callers to appropriate department or referral program. Screens phone calls and visitors; arranges appointments or confidential contacts for the HOU and records and maintains subject matter notes for the meetings.
• Responds to emails and other correspondence as appropriate.
• Provides information to the public or others based upon knowledge of the agency's or superior's policies, direction or activities. Performs related research as directed.
• Reviews and answers all incoming correspondence as directed and maintains a record of the agency's activities. Performs a full range of word processing tasks to write letters, reports and other correspondence from written or oral instruction, as required.
• Coordinates and reviews outgoing correspondence, reports and fiscal documents for accuracy, completeness and compliance with legal provisions and established procedures.
• Maintains and revises the filing system for records and materials. Organizes and coordinates matters that require executive attention. Searches files and assembles background materials and information for the Executive Director's action or decision.
• Orders, stocks and maintains office supplies for the office, including contacting vendors, receiving and processing bills. Keeps records of expenditures for use in drafting budget requests. Is responsible for managing the HOU's P-Card and office expenditure records and prepares required reports related to this task.
• Performs other duties as required by the Executive Director.

Requirements

• Must possess excellent oral and written communication skills, including knowledge of business English including reading, spelling, grammar, and composition.
• Must be able to follow instructions and procedures, pay particular attention to accuracy and detail in work products.
• Works independently with minimal supervision;
• Demonstrates good judgment, discretion, reliability, punctuality, integrity, and the ability to complete assigned tasks in a timely and efficient manner.
• Minimum qualification is an Associate's degree; a Bachelor's degree is preferred.
• Ideal candidate would have demonstrated administrative assistant experience, especially with managing calendars and clients along with strong computer skills.
• Knowledge of other city and state government functions is preferred, but not required.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance