SECRETARY I (OFFICE MANAGER)

Board of Water Supply; Honolulu (HI); On-site; USD 55,000 - 65,000; Full time

Job summary

MOCA in Honolulu seeks a Secretary / Office Manager to provide administrative and operational support to the Executive Director. You'll coordinate office functions, prepare documents, and manage communications and City processes for a fast-paced program with public events and partnerships.

The ideal candidate is highly organized, detail-oriented, and discreet, with experience in executive support, payroll, and records management, and proficient in Microsoft Office.

Qualifications

• Associate’s degree or equivalent combination of education and experience.
• Experience in executive support, office management, or administrative coordination.
• Knowledge of payroll, time and attendance, records management, and office procedures.
• Strong organizational, communication, and time-management skills.
• Proficiency with Microsoft Office Suite and standard office technology.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide executive and administrative support to the Executive Director.
• Coordinate and monitor assignments, deadlines, and follow-up actions.
• Oversee daily office operations and records management.
• Prepare payroll, time and attendance records, and related documentation.
• Coordinate procurement, contracts, and legislative documentation.
• Support programs, events, and stakeholder coordination.

Skills

Executive support

Office management

Payroll administration

Records management

Time management

MS Office

Stakeholder coordination

Education

Associate’s degree or equivalent

Bachelor’s degree preferred

Tools

Payroll software

Job description

$55,000 – $65,000
Job Type:Full-Time Temporary
Location:Honolulu Hale
Department:Office of the Managing Director
Apply Before:Continuous

Department: Mayor’s Office of Culture and the Arts (MOCA)

Classification / Salary: Full-time, Appointee | $55,000 – $65,000 annually

Secretary / Office Manager

Organization Description

The Mayor’s Office of Culture and the Arts (MOCA) advances arts, culture, and community connection across Oʻahu through public art, cultural programs, creative partnerships, and community engagement rooted in Hawaiʻi’s values and traditions. MOCA works with artists, residents, organizations, and City partners to strengthen neighborhoods, expand access to the arts, and support civic participation throughout the City and County of Honolulu.

Position Description

The Secretary / Office Manager provides administrative, operational, and organizational support to the Executive Director and ensures the efficient coordination of office functions, communications, and City administrative processes.

This role supports a fast-paced, multi-project environment involving public programs, exhibitions, events, and community partnerships. Responsibilities span executive support, office management, procurement administration, stakeholder coordination, and support for City documentation and legislative processes.

The ideal candidate is highly organized, detail-oriented, and proactive, with strong judgment, communication skills, and the ability to manage competing priorities while maintaining accuracy and professionalism.

Key Responsibilities

Executive and Administrative Support

• Provide executive and administrative support to the Executive Director, including scheduling, correspondence, reports, agendas, records management, and administrative priorities.
• Review incoming communications; independently respond to routine inquiries and prioritize matters requiring Executive Director attention.
• Research, compile, and prepare correspondence, reports, presentations, briefing materials, and other documents from written or oral instructions.
• Coordinate and monitor assignments, deadlines, and follow-up actions to support departmental operations and Executive Director decision-making.

Office Operations & Records Management

• Oversee daily office operations, administrative workflows, supplies, equipment, and office systems.
• Establish, maintain, and revise physical and electronic filing systems; organize, retrieve, and maintain records in accordance with City policies and records retention requirements.
• Review outgoing correspondence, reports, fiscal documents, personnel transactions, and administrative records for accuracy, completeness, and compliance with applicable laws, regulations, and procedures.
• Support onboarding, personnel administration, leave administration, and general office functionality.
• Prepare, review, and process payroll, time and attendance records, leave requests, personnel transactions, and related documentation.
• Maintain payroll and personnel records and prepare payroll, attendance, leave, personnel, and administrative reports.
• Utilize the City’s computerized payroll and administrative systems to process transactions and maintain accurate records.
• Ensure compliance with applicable federal, state, and City requirements, including the Fair Labor Standards Act (FLSA).

City Administrative, Procurement & Legislative Processes

• Prepare, process, and track memoranda, resolutions, Council communications, contracts, purchasing documents, and related records.
• Coordinate procurement activities, purchasing transactions, P-Card reconciliation, and contract-related documentation in accordance with City policies and procedures.
• Monitor administrative and legislative deadlines and maintain accurate records of departmental actions and submissions.

Program, Event & Project Coordination

• Provide administrative and logistical support for public programs, exhibitions, meetings, community events, and special projects.
• Coordinate schedules, vendors, artists, contractors, City departments, community organizations, and other stakeholders.
• Prepare meeting materials and minutes, track project milestones, and support implementation of departmental initiatives.

Communications & Stakeholder Relations

• Serve as a primary administrative contact for the public, City departments, elected officials, vendors, artists, contractors, and community partners.
• Maintain professional and effective communication and coordination across internal and external stakeholders.

Confidential & Professional Responsibilities

• Handle confidential, sensitive, fiscal, personnel, and operational information with discretion and sound judgment.
• Exercise independent judgment in carrying out administrative responsibilities and resolving routine operational matters.
• Perform related duties and special projects as assigned.

Required Qualification and Experiences:

• Associate’s degree or equivalent combination of education and experience.
• Experience in executive support, office management, administrative coordination, payroll, personnel, or related work.
• Knowledge of payroll, time and attendance administration, records management, office procedures, and computerized payroll systems.
• Knowledge of applicable federal labor laws, including the Fair Labor Standards Act (FLSA).
• Strong organizational, communication, and time-management skills.
• Proficiency with Microsoft Office Suite, email platforms, databases, payroll systems, and standard office technology.
• Ability to manage multiple priorities, exercise independent judgment, and maintain confidentiality.
• Strong interpersonal skills and experience working with diverse communities and stakeholders.

Preferred Qualifications and Experiences:

• Bachelor’s degree in Business Administration, Public Administration, Communications, Arts Administration, or a related field.
• Experience with municipal or public-sector payroll, procurement, budget tracking, personnel administration, records management, or legislative processes.
• Experience supporting public programs, exhibitions, cultural organizations, or community-based initiatives.
• Familiarity with City and County of Honolulu administrative, procurement, payroll, and legislative procedures.
• Commitment to public service and appreciation for Hawaiʻi’s cultural diversity and arts community.