MAYOR’S OFFICE RECEPTIONIST

Board of Water Supply; Honolulu (HI); On-site; USD 53,000 - 57,000; Full time

Job summary

The City and County of Honolulu, Office of the Mayor, seeks a detailed secretary to support top officials with confidential correspondence, scheduling, and reports. You will open mail, prepare documents, and maintain files to ensure accurate, timely communication across departments.

Requirements include high school diploma and at least four years of secretarial or clerical experience; strong word processing skills; attention to grammar and detail; and valid Hawaii driver's license.

Qualifications

• High school diploma and four years of secretarial or clerical experience required.
• Proficiency in word processing and microcomputers; grammar, spelling and accuracy emphasized.

Responsibilities

• Provides secretarial services to the Mayor, Executive Assistant, and Private Secretary.
• Opens mail, prepares letters, memos and reports for the Mayor.
• Maintains files, tracks information, and routes to appropriate departments.

Skills

Secretarial experience

Word processing

Attention to detail

Communication

Typing

Education

High school diploma or equivalent

4 years of secretarial/clerical experience

Tools

Word processing software

Job description

$52,656 – $56,904
Job Type: Full-Time Temporary
Location: Honolulu Hale
Department: Office of the Mayor
Apply Before: Continuous

Organizational Description

At the Office of the Mayor, we coordinate all administrative activities for the City and County of Honolulu.Serving residents and visitors alike, we’re committed to making O’ahu a great place to live, work, and play. Our mission is to fulfill the responsibility of the City and County of Honolulu to provide core City services to its residents and visitors alike, with safe, accessible, well-maintained public facilities, exceptional customer service, fiscal stewardship of tax dollars, and quality and comprehensive programs for all.

Position Description

This class is distinguished by its responsibility for providing secretarial services and assistance to the Mayor, Mayor’s Executive Assistant, and the Mayor’s Private Secretary who renders top level staff and executive assistance to the Mayor.

Responsibilities

• Keeps abreast of current events and City operations for the Mayor, which may have direct or indirect concern to the Mayor’s Office.
• Gathers background data for use of the Mayor and other staff or personally routes information to proper agencies for full check, report and appropriate action.
• Assists the Mayor in various matters so that the functions of the Office of the Mayor are efficiently and effectively carried out.
• Opens mail, reviews and processes incoming correspondence, forms, records and other documents for accuracy, correct grammar and punctuation, completeness and conformance to established policies and procedures.
• Maintains log of incoming correspondence and routes to appropriate departments for investigation, follow through a preparation of required information and responses.
• Makes routine follow-ups to secure required information, sets up and maintains files and databases, revises system as necessary.
• Responds to telephone requests from the public on general information about City functions, operations, structure, policies and procedures.
• Directs callers to the requested information, services or to the proper agency(s) and department(s) as appropriate.
• Operates a computer to compose both routine and unique letters, memoranda, reports, forms and other materials on behalf of the Mayor.
• Searches through files and records, extracts data, refines and organizes necessary information for inclusion in documents, and processes outgoing correspondence.
• Greets and extends courtesies to all who visit the Office of the Mayor.
• Responsible for the upkeep and scheduling of maintenance of Mayor’s city issued automobile.
• In the absence of other Secretarial staff in the Mayor’s or Managing Director’s Office, acts as a back-up to fill in for duties as required to support executive staff.
• Performs other related duties as required.

Qualifications

• Training and Experience: A combination of education and experience substantially equivalent to graduation from high school, and four years of secretarial, stenographic or substantive clerical experience.
• Knowledge of: Office practices and procedures; basic principles and capabilities of word processors and microcomputers, as required; filing methods and systems; grammar, spelling and word usage; use of standard office equipment; principles and practices of supervision, as required.
• Ability to: Type and/or key/input information accurately; understand and effectively use word processing and other software applications; understand and interpret laws, ordinances, rules and regulations; summarize and brief materials; give and follow oral and written instructions; deal tactfully and effectively with employees and the public; work harmoniously with others.
• Physical Requirement: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper for performance of the duties.
• Driver’s License Requirement: Valid issued Hawaii driver’s license required