EXECUTIVE SECRETARY; REC NO: HHSC 01-23 (EXEMPT, FULL-TIME)

Exempt/Full Time
Hawaii Health Systems Corporation - Corporate Office
Posted on January 26, 2023

DATE POSTED: 01/26/2023

JOB TITLE: EXECUTIVE SECRETARY

RECRUITMENT NO: HHSC 01-23 (Exempt, Full-Time, w/ Benefits)

JOB LOCATION: HAWAII HEALTH SYSTEMS CORPORATION – CORPORATE OFFICE, HONOLULU, HI

SALARY: NEGOTIABLE

JOB DUTIES: The Hawaii Health Systems Corporation (HHSC) is a multi-hospital and multi-regional healthcare system comprised of Acute Care Hospitals, Long Term Care facilities, Critical Access Hospitals, multiple outpatient clinics, and affiliated entities and foundations. The Corporate Office is currently located in Leahi Hospital, Honolulu, Hawaii.

Under the general direction of the Hawaii Health Systems Corporation (HHSC) Board of Directors, the Corporate office plans, directs and coordinates the system-wide activities of the Corporation in effectively performing its functions and attaining its mission, within the scope of laws and established policies and regulations.

The Executive Secretary is responsible to provide confidential personal assistant to the President and Chief Executive Officer (PCEO) and actively participates in the management of the PCEO’s office by assuming full responsibility for the administrative and clerical details of the office. The incumbent has regular access to the knowledge of confidential information relating to employer-employee relations, policy matters, programs, plans, etc. Is also responsible for organizing and coordinating matters for the attention of the PCEO, and assists in the overall administration of programs and operations. Considerable tact and judgment are required in dealing with such matters, and the handling of callers, visitors, other HHSC employees, the Governor and other elected officials, members of the Board of Directors, Executive Management Team, Physicians Advisory Group, news media, State Department Directors and their staff and members of the general public. Responsible for providing assistance to the HHSC Board of Directors as needed or assigned; coordinates functions for the PCEO; and performs other duties as required or assigned.

THE MINIMUM QUALIFICATION REQUIREMENTS ARE: Applicants must meet all of the following requirements. Please note that unless specifically indicated; the required education and experiences may not be gained concurrently. In addition, qualifying work experiences are based on a 40-hour work week.

GENERAL EXPERIENCE: One-half year of work experience which involved performance of tasks outlined in the major duties and responsibilities which demonstrated the ability to read and understand oral and written instructions, and speak and write simply and directly.

SPECIALIZED EXPERIENCE: In addition to the experience and abilities noted under General Experience, two (2) years of experience and ability to perform secretarial-type tasks including, but not limited to the following: handling telephone inquiries, maintaining a system of files; making travel arrangements; composing correspondence; obtaining information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling, and typography; maintaining a log of pending work; proficiency with Microsoft Word (or equivalent), spreadsheets, and internet access and searches.

SECRETARIAL EXPERIENCE: In addition to the above General and Specialized Experience, three (3) years of progressively responsible experience as an executive secretary which demonstrated the ability to perform secretarial duties including, but not limited to the following: (1) providing personal assistance to an administrator or executive by attending to the administrative details of an office; (2) having an overall awareness of the activities and administrative framework of a program/organization; and (3) exercising sound judgment.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES: Must possess knowledge, skills and abilities pertinent to the duties and responsibilities desired, and performs such work in a competent and confidential manner.

Knowledge of: Secretarial principles and practices; administrative principles and practices applicable to HHSC; basic organization of State government, the interaction of HHSC and State agencies, and the legislative process; office practices and procedures; and principles and practices of supervision.

Ability to: Plan, organize and carry out a very broad and complex range of secretarial functions; organize, assign, direct and review the work of others; develop and skillfully apply a working knowledge of the organization and the programs of HHSC; understand and interpret the views and policies of an executive office, including any special interests and official social obligations; work effectively under frequent interruptions and changing requirements, and handle continual office emergencies;; direct the maintenance of confidential files and records including those relating to employer-employee relations; deal tactfully with others within and outside the organization in carrying out instructions and policies of the executive officer.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: Incumbent must be physically able to perform efficiently and effectively the essential duties of the position. Disabilities in these and other areas will not automatically result in disqualification. Incumbent who demonstrates their capability of performing the essential functions of the position will not be disqualified under this section.

All Hawaii Health Systems Corporation are Nicotine Free

An Equal Opportunity Employer

To apply for this job email your details to jobs@hhsc.org

HOW TO APPLY: For application information, please click on the link below:

Please complete our HHSC Employment Application form and submit with resume by mail to Hawaii Health Systems Corporation, Human Resources Office, 3675 Kilauea Avenue, Honolulu, HI 96816 or E-mail at jobs@hhsc.org.

Applications available at the Hawaii Health Systems Corporation, Human Resources Office, 3675 Kilauea Avenue, Honolulu, HI 96816; hours are: 8:00 am – 12:00 pm at which time applicants are able to complete an application and have their application reviewed by the Corporate Human Resources Office. Only applicants that have been through a Human Resources (HR) applicant screening process will be considered for an interview with the hiring manager. Applications for announcements with a deadline date must be on file no later than the last day to file applications.

QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.

MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted. Applications will be kept active six (6) months.

CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be eligible to work in the U.S. and at the time of appointment intend to reside in the State of Hawaii during the course of employment with the Hawaii Health Systems Corporation.

VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.

PHYSICAL/MENTAL REQUIREMENTS: Applicants must be able to physically and mentally perform efficiently the duties of the position. Qualified applicants with disabilities who can perform the essential functions of the advertised position are encouraged to apply. The Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodations should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.

MEDICAL/PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be contingent on successfully passing a pre-employment physical examination, which includes drug screen and other regulatory medical requirements such as, but not limited to, two-step tuberculosis (TB) screen. The cost for physical examinations, except the cost for drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation.

COVID-19 VACCINATION REQUIREMENT: COVID-19 vaccination is a condition of employment for Hawaii Health Systems Corporation. After receiving a conditional offer of employment, all prospective new HHSC employees are required to be fully vaccinated against COVID-19. New employees are required to provide confirmation of their full vaccination status by presenting their CDC vaccination card or VAMS Certificate prior to their start date.

PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be conditioned on the results of a complete physical examination, which includes a drug screening. For certain job categories, applicants may be referred to an HHSC-designated physician, rather that the applicant’s personal physician of choice. The cost for all physical examinations, except the cost for the drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation. The Hawaii Health Systems Corporation shall bear the cost of the drug screening.

CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically and any associated costs may be borne by the applicant. If a job, offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.

IMPORTANT APPLICATION/EMPLOYMENT INFORMATION

Administrative Review, subsequent appeals: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form (available on the HHSC website) or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include: 1) The job title(s) and recruitment number(s), 2) the specific reason(s) you are requesting the review noting if there is statute or rule violation, and 3) any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Compliant and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.

CONTACT INFORMATION: The Corporate office of the Hawaii Health Systems Corporation is located at Leahi Hospital, 3675 Kilauea Avenue, Honolulu, HI 96816. For employment opportunities, please contact the (808) 733-4158, email jobs@hhsc.org or visit our website at https://www.hhsc.org/.

Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at (808) 733-4158, (Voice/TT), Toll Free (800) 845-6733, e-mail: jobs@hhsc.org.