Office of Housing

Position:

Secretary I

Organizational Description:

The Office of Housing (HOU) drives policy and strategy for housing island-wide. The office leads cross-sector collaboration and policy change to stimulate the acquisition, development, and preservation of housing for all of Oahu’s residents, including the creation of pathways from homelessness to housing. Communities across Oʻahu only truly thrive when housing opportunities are a reality for every resident — and given our island’s housing crisis, the City and County of Honolulu’s role in the development of housing has never been more critically important.

Position Description:

HOU is seeking an organized, positive, team-player to fill the role of Secretary. Answers phone calls, directs callers to appropriate department or referral program, schedules appointments and meetings, handle incoming mail and visitors. Manages the Executive Director’s calendar and travel arrangements. Provides secretarial services, administrative support for HOU, and performs other related duties as required. Prepares meeting agendas and takes minutes if necessary.  Individual should have strong organizational and communication skills (both oral and written), takes initiative and anticipate actions needed, is proficient in the use of general standard office equipment, MS Office (Outlook, Word, and Excel), and database applications.

Responsibilities:

• Coordinates, manages and oversees the Executive Director calendar; arranges date and location of meetings and considers the nature and urgency of business to prioritize meetings and events; prepares meeting agendas and communicates with meeting participants in advance of the meeting. Prepares, organizes and assembles background materials and briefs for the Executive Director’s reference during meetings and conferences.
• Answers phone calls and directs callers to appropriate department or referral program. Screens phone calls and visitors; arranges appointments or confidential contacts for the HOU and records and maintains subject matter notes for the meetings.
• Responds to emails and other correspondence as appropriate.
• Provides information to the public or others based upon knowledge of the agency’s or superior’s policies, direction or activities. Performs related research as directed.
• Reviews and answers all incoming correspondence as directed and maintains a record of the agency’s activities. Performs a full range of word processing tasks to write letters, reports and other correspondence from written or oral instruction, as required.
• Coordinates and reviews outgoing correspondence, reports and fiscal documents for accuracy, completeness and compliance with legal provisions and established procedures.
• Maintains and revises the filing system for records and materials. Organizes and coordinates matters that require executive attention. Searches files and assembles background materials and information for the Executive Director’s action or decision.
• Orders, stocks and maintains office supplies for the office, including contacting vendors, receiving and processing bills. Keeps records of expenditures for use in drafting budget requests. Is responsible for managing the HOU’s P-Card and office expenditure records and prepares required reports related to this task.
• Performs other duties as required by the Executive Director.

Skills

• Must possess excellent oral and written communication skills, including knowledge of business English including reading, spelling, grammar, and composition.
• Must be able to follow instructions and procedures, pay particular attention to accuracy and detail in work products.
• Works independently with minimal supervision;
• Demonstrates good judgment, discretion, reliability, punctuality, integrity, and the ability to complete assigned tasks in a timely and efficient manner.

Qualifications:

• Minimum qualification is an Associate’s degree; a Bachelor’s degree is preferred.
• Ideal candidate would have demonstrated administrative assistant experience, especially with managing calendars and clients along with strong computer skills.
• Knowledge of other city and state government functions is preferred, but not required.

Other Information:

This position is located in Downtown, Oʻahu, and is an at-will position and exempt from civil service.

Application Instructions:

To apply for the position of Secretary, please send a resume and cover letter to officeofhousing@honolulu.gov