Staff Assistant

State-of-Hawai; Hawaii; On-site; USD 42,000 - 47,000; Full time

Job summary

The State of Hawaii, Office of the Governor, is seeking an administrative professional to support scheduling, correspondence management, and project coordination on Oahu. The role requires handling confidential information and interacting with multiple state departments and agencies.

The incumbent will screen visitors, organize electronic workflows, and liaise with the Governor’s Executive Coordinator and Scheduling Specialist to move initiatives forward.

Qualifications

• Must be able to follow instructions and understand government operations policies.
• Understand policies and issues relevant to the Governor's Office and State Departments.
• Knowledge of the various State Departments and agencies.

Responsibilities

• Screen and assess incoming communication and route to appropriate agencies and organizations.
• Provide administrative support and coordinate projects/initiatives; identify issues and opportunities.
• Schedule and coordinate project initiative meetings; track progress with Scheduling Specialist.
• Greet visitors on the 5th floor and direct to appropriate offices.
• Develop and implement internal electronic workflow systems and maintain files.
• Communicate between Governor’s Executive Coordinator, Scheduling Specialist, and staff.

Skills

Communication skills

Organizational skills

Discretion

Initiative

Education

College degree or equivalent

Job description

This posting is for the State of Hawaii, Office of the Governor.

The position is located on Oahu.

Salary: $3,750.00 to $4,167.00 per month.

Screen and assess incoming communication and requests and routes issues/concerns to appropriate public or private sector agencies and organizations.

Provide administrative support and coordination of various projects/initiatives (involving both public or private sector agencies) identifies and analyzes significant issues, problems, and opportunities.

Responsible for scheduling and coordinating project initiative meetings to address issues and concerns; maintain communication with, tracking and reporting progress of these projects/initiatives to the Scheduling Specialist. In coordination with the Scheduling Specialist, determine follow-up actions necessary to move the projects/initiatives forward.

Promptly, courteously, and pleasantly greet visitors to the office (5th floor) and tactfully and professionally request their purpose and whom they wish to see in order to screen each visitor as carefully as possible. Direct visitors, as appropriate, to agencies, stakeholders, or groups.

Develop and implement internal electronic workflow systems of tracking appointments, departmental requests, correspondence, and other documents. Establish and maintain electronic and hard copy files.

Communicate and facilitate information to and from the Governor’s Executive Coordinator, Scheduling Specialist, and the Scheduling team, and to and from Administration/Cabinet members and State departments.

Assist with special projects/initiatives and other duties as assigned by the Governor’s Executive Coordinator, Scheduling Specialist, Office of the Governor, and the Governor. Provide support to other units and/or divisions of the Office of the Governor as assigned by the Scheduling Specialist to support the Office of the Governor. All requests for assistance shall be managed and prioritized by the Governor’s Executive Coordinator and Scheduling Specialist.

LEGAL AUTHORIZATION TO WORK REQUIREMENT

The State of Hawaii requires all persons seeking employment with the government of the State shall be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States.

Knowledge

Must be able to follow instructions and have applicable knowledge and skills to perform duties. Possess knowledge of government operations and excellent business practices. Understand the various policies and issues relevant to the work units and the Governor's Office. Must have knowledge of each State Department and the various agencies.

Skills/Abilities

The ability to make independent choices and judgments on important matters or the careful handling of private and sensitive information. Good communication and organizational skills. Possess ability to work independently and collaboratively as needed. Must have excellent business practices and organizational skills. A professional and positive attitude with a high level of initiative is required.

Education

College degree or equivalent work experience.

Experience

Demonstrated experience in working with confidential matters in a fast-paced and deadline-oriented environment. Previous customer service experience in retail, call centers, hospitality, or client-facing support. This position is exempt from the civil service and considered temporary in nature. Therefore, if you are appointed to the position, your employment will be considered to be "at will," which means that you may be discharged from your employment at the prerogative of your department head or designee at any time.