Office Manager & Finance Executive Assistant

LOCATION: HAWAII HEALTH SYSTEMS CORP | Finance Department POSITION STATUS: 1.00 | Exempt SALARY RATE: $69,181.00 (Annual Salary) based on the FTE JOB DUTIES:This position is located in the Finance Office, Hawaii Health Systems Corporation (HHSC), and serves as an office manager with administrative and office management duties in the corporate office. Will also serve as an Executive Assistant to the Vice President and Chief Financial Officer (VP&CFO) and actively participates in the management of the Finance Division by assuming full responsibility for the administrative and clerical details of the office. The employee has regular access to confidential information relating to employer-employee relations, policy matters, programs, plans, etc., is responsible for organizing and coordinating matters for the attention of the VP&CFO. Considerable tact and judgement are required in dealing with such matters, and the handling of callers, visitors, other employees and 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 - 50% Serves as a confidential Executive Assistant to the Finance Division. In this capacity, this position must exercise initiative, independent judgment, discretion and tact in assisting to organize and coordinate the administrative functions of VP&CFO office. Attends to the administrative details for the VP&CFO; screens, organizes and coordinates matters, including confidential material requiring the VP&CFO’s attention and refers matters to appropriate agencies and offices. Coordinates work that involves corporate staff, assuring that all pending material is on time and deadlines are being met. Compiles and arranges material according to priorities and activities; and interprets executive instructions to corporate staff and Executive Management Team. 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&CFO, 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. Support the Corporate Board and applicable board committees. Assist in taking minutes for meetings or conferences, as directed by the VP&CFO. 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. Takes dictation and transcribes letters, memoranda, reports, contracts and minutes for board committees. Provides staff support services necessary to facilitate the convention of these meetings, assisting in the preparation of agenda, and securing parking permits. 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. B. Administrative Duties and Office Management - 50% Oversee and manage the corporate office administrative support functions as it relates to the daily activities of the office such as, but not limited to, opening and distributing the mail and package deliveries, managing outgoing mail, answering the Corporate office main telephone line and directing phone calls, greeting visitors, ordering supplies and manages corporate office purchases utilizing finance and supply chain software system, working with vendors to coordinate repairs, maintenance, etc., coordinating backup support when needed for the executive team, ordering and picking up parking permits, forwarding announcements/emails from Leahi administration to the corporate staff, coordinating repairs with Leahi administration, maintenance and/or vendors, etc. May be required to perform the full scope of executive assistant/administrative duties and functions for the President and Chief Executive Officer (PCEO) and serves as backup to the Executive Assistant to the PCEO on a routine or as needed basis. Maintains confidential files. Files of confidential nature are kept in the appropriate office(s).Assumes coverage and provides other administrative support for other assistants as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports. Serves as emergency back-up for essential functions of the Finance division including but not limited to: accounts payable, check disbursement, and deposits. Develop office management policies and procedures, and ensure they are implemented appropriately. Assist with office layout planning and office moves. Manage office budget as required. Performs a variety of other duties 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: Bachelor’s degree in business administration, communications, or a related field is preferred. EXPERIENCE: Three (3) years of work experience as an Executive Assistant, Administrative Assistant or similar role. Additionally, two (2) to five (5) years of work experience performing duties in an administrative or office management 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 assistant/administrative 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, and Zoom/Microsoft Teams teleconferencing software. 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; strong organizational and time management skills and ability to prioritize; a self-starter and driven; excellent communication and interpersonal skills; strong problem-solving skills and analytical abilities. 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 aRequest for Administrative Reviewform (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 https://www.hhsc.org/. 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.