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IT Executive Assistant

Hawaii Health Systems Corporation

Honolulu, HI

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Conferences, Customer Support/Service, Detail Oriented, Document Management, Employee Relations, Employment Law, Executive Assistant Skills , Federal Laws and Regulations, File Maintenance, Government Organizations, Grant Administration/Management, Information Systems/Technology IS/IT Administration, Information Technology & Information Systems, Leadership, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, People Management, Plan Meetings, Prepare Correspondence, Program Planning, Project/Program Management, Regulations, Regulatory Requirements, Reporting Skills, Staff Corrective Action, Staff Policies, State Government, State Laws and Regulations, Statutory Laws, Technical Support, Telephone Skills, Time Management, Travel Planning, Typing, Writing Skills
LOCATION
Honolulu, HI
POSTED
Today
LOCATION: HAWAII HEALTH SYSTEMS CORP | Information Technology Department

POSITION STATUS: 1.00 | Exempt

SALARY RATE: $69,181.00 (Annual Salary) based on the FTE

JOB DUTIES: The IT Executive Assistant actively participates in the management of the Vice President and Chief Information Officer (VP&CIO)'s office by assuming full responsibility for the administrative and clerical details of the office. The employee has regular access to the knowledge of confidential information relating to employer-employee relations, policy matters, programs, plans, etc. and is responsible for organizing and coordinating matters for the attention of the VP&CIO, assists in the overall administration of the programs and operations. Considerable tact and judgement are required in dealing with such matters, and the handling of callers, visitors, other employeesand officials, members of the Board of Directors, Executive Management Team, Regional Executive Leadership, news media, and members of the general public.

MAJOR DUTIES AND RESPONSIBILITIES:

A. Executive Assistant Duties - 90%

  1. Serves as confidential ExecutiveAssistant to the VP&CIO. In this capacity, this position must exercise initiative, independent judgment, discretion and tact in assisting to organize and coordinate the administrative functions of his/her office. Attends to the administrative functions for the VP&CIOs office. Attends to the administrative details such as screening, organizing and coordinating matters, including confidential material requiring the VP&CIOs attention and refers matters to appropriate agencies and offices. Coordinates work that involves corporate staff, assuring that all pending material are on time and deadlines are being met. Compiles and arranges material according to priorities and activities; and interprets VP&CIO's instructions to Corporate staff and Executive Management Team.
  2. Provides administrative assistance to HHSC IT senior management as directed. This activity is responsive for the day-to-day needs and demands and changing priorities of the activities of the VP&CIO in coordination with HHSC IT senior management.
  3. Greets and ascertains the purpose of callers and assists them in their business by explaining policies and procedures, directing them to the appropriate staff, arranging appointments with the VP&CIO, and directing them to other departments, meeting rooms, and personnel. Receives and screens telephone calls, determines action needed, makes appointments, provides information or material as requested or redirects inquirer to appropriate person; takes messages or writes a report of the situation for further action or follow-up by appropriate Corporate staff.
  4. Takes dictation and transcribes letters, memoranda, reports, contracts and minutes for IT related committees. Prepares and distributes minutes to appropriate individuals and does follow-up work, when necessary, relative to the decision or action taken at the meetings or conferences which may include policies and procedures, programming, personnel actions, legislative matters, federally funded programs, etc. Provides staff support services necessary to facilitate the convention of these meetings, assisting in the preparation of agenda, and securing parking permits.
  5. Composes letters and memoranda for the VP&CIO as directed. Typing assignments are dictated or in rough draft and format must be arranged and typed in final. Reviews VP&CIO's outgoing correspondence for compliance, format, procedural requirements, accuracy and content, and where discrepancies exist, makes necessary corrections. This may entail researching files, contacting proper sources or authorities for verification, etc. Also reviews other outgoing correspondence received from Corporate Staff offices for VP&CIO's signature and refers correspondence with any discrepancies to writer or appropriate personnel for corrective action.
  6. Receives and reviews incoming mail, correspondence, reports and material directed to the VP&CIO and determines whether they should be brought to the attention of the VP&CIO, or prepares documents for signature or forwarded for routine disposition. Maintains record of incoming and outgoing correspondence and action documents. Reviews correspondence, reports, and other materials emanating from the VP&CIO's office for proper form, grammar, and completeness.
  7. Reviews outgoing correspondence and action documents to assure that the reviews have been made by all appropriate persons and that the material is in conformance with general policy, factual correctness and adequacy of treatment. Calls any deviations or inadequacies to the attention of the writer.
  8. Observes need for administrative or procedural notices and instructions; prepares drafts of necessary issuance; and distributes and explains notices and instructions to appropriate staff.
  9. Makes travel arrangements, maintains, and arranges the VP&CIO calendar for appointments, conferences and meetings and makes arrangements for meeting locations. Assists the VP&CIO in the preparation of agenda and its attendant subject matter, clearance, verification, and prepares and/or gathers all necessary material in preparation for meetings and conferences.
  10. Communicates and deals directly with Corporate staff, private agencies, out-of-state telephone inquires during the absence of the VP&CIO on routine matters for completing various tasks assigned by the VP&CIO.
  11. Interprets policies, rules and regulations, office practices and procedures for Corporate offices and/or redirects inquires to proper sources. May deal directly with Corporate staff officers, State Departments, outside agencies, as appropriate.
  12. Prepares correspondence and memoranda for Corporate executives as assigned.
  13. Reviews materials, reports and other communications relating to general administrative matters submitted to the Corporation and makes recommendations for their disposition. Gather necessary information and background data needed to answer letters and requests. Review outgoing communications for consistency with the objective, policies, and procedures of the Corporation.
  14. Prepares correspondence on non-policy level on own initiative.
  15. Acts as Project Manager for special projects as assigned by the VP&CIO.
  16. Acts as grant administrator as assigned by the VP&CIO. Manage all aspects of documentation gathering, submission, tracking, and reporting.
  17. Performs other duties as assigned.
B. Administrative Duties - 10%
  1. Maintains confidential files. Files of confidential nature are kept in the appropriate office(s).
  2. Reads all correspondence and research material as needed for response.
  3. Performs a variety of other duties as required/assigned.
  4. Assumes coverage for other executive assistants as 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.

EDUCATION: High school degree or equivalent required. Bachelor's degree is desired.

EXPERIENCE: Three (3) to five (5) years of work experience as an Executive Assistant, Administrative Assistant or similar role. Must be proficient in Microsoft Office.

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

KNOWLEDGE OF: Executive support 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. Proficiency in using IT office machines, MS Office, Word, Outlook, using scheduling function, Excel & PowerPoint.

ABILITY TO: Plan, organize and carry out a very broad and complex range of administrative 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; write varied and complex business correspondences, summaries and reports requiring judgement as to appropriate format and conforming to all the rules of grammar and style; 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.

The Hawaii Health Systems Corporation is an equal opportunity employer and complies with applicable state and federal laws relating to employment practices

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.

CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under the federal law for unrestricted employment 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.

HEALTH AND PHYSICAL REQUIREMENTS: Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation. 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.

CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically, and any associated costs may be borne by the applicant. Applicable checks may include, but are not limited to, state and federal criminal history records, child abuse and neglect registry check, adult protective services registry and sex offender registry records, etc. 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: HAWAII HEALTH SYSTEMS CORP is located at 3657 Kilauea Avenue, Honolulu, HI 96816. For employment opportunities, please contact (808) 733-4158 or (800) 845-6733 (TTD/TTY), email: jobs@hhsc.org or visit our website at

Persons with Disabilities may contact the Recruitment Office to discuss special needs in applying at (808) 733-4158 or (800) 845-6733 (TTD/TTY), jobs@hhsc.org.

About the Company

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Hawaii Health Systems Corporation

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