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
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
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