This posting is for the State of Hawaii, Office of the Ombudsman, Legislative Branch.

The position is located on the Island of Oahu.

Salary: $4,039.90/mo – $6,220.46 per month

If you have any questions regarding this non-civil service exempt position, please contact The Office of the Ombudsman at (808) 587-0770 (Monday - Friday, 8:30a.m. - 4:30p.m. (HST).

The State Recruiting Office will refer all inquiries regarding this exempt position to the Office of the Ombudsman.

Performs assigned secretarial/clerical tasks and provides intake service to telephone callers while observing strict confidentiality and security protocols of the office. Greets visitors and determines nature of business, and announces visitors to appropriate personnel. Monitors visitor access and follows established sign-in protocols to ensure a safe environment.

Monitors the office email account and routes to appropriate staff. Routinely accesses the case management system to input case information and perform additional functions. Transcribes dictation and types a variety of materials, with attention to completion requirements. While the majority of work is of a secretarial/clerical nature, other duties are assigned as required to maintain the efficient operation of the office.

Maintains familiarity with other state and county agencies to accurately facilitate referrals for persons who contact the office, and keeps abreast of current terminology or trends in the secretarial profession. Maintains open communication with management to offer feedback and suggestions to better accomplish goals or complete work assignments.

Performs assigned work independently and with tact, accuracy, and good judgment. Plans and organizes own work schedule to carry out all duties in accordance with established procedures and standard practices. Takes initiative to enhance job skills, knowledge, and overall job performance. Is expected to have or gain knowledge of the substantive work of the office in order to speak or act for supervisor in regard to tasks delegated to her/him.

OPTIONAL: Additional duties available, with appropriate compensation, to qualified applicants.

Under general supervision, maintains or assists in maintaining the security and integrity of the network, hardware, and software of the Office of the Ombudsman. The essential functions include: maintaining the office’s network, servers, software, and Internet site; managing system backup and recovery; installing, configuring, and maintaining desktop computers, laptops, printers, and other related equipment; and providing staff training and assistance in the use of equipment and software. Also identifies, analyzes and researches solutions for simple to complex computer and network problems; assists in the analysis and selection of hardware and software; and develops proper documentation of processes.

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: Knowledge in the use of computer software such as Microsoft Outlook Email, Microsoft Word, and Microsoft Excel. Good knowledge of business English including reading, spelling, grammar, and composition. Knowledge of local city and state government functions, as well as multi-ethnic cultures and community resources common throughout Oahu, is helpful.

Skills/Abilities: Excellent customer service skills. Operates a variety of standard office equipment such as multifunction printer, scanner, fax, computer and telephones. Experience with Microsoft Word, Excel, Outlook; to maintain accuracy and attention to detail while processing large quantities of routine materials; to work independently with minimal supervision; and to type minimum of 40 net words per minute. Good planning and coordinating skills to manage multiple tasks and responsibilities. Good verbal and interpersonal skills to communicate internally with office staff and externally with the public and officials of other state and county departments. Must be reliable, and have strong organizational skills.

Education: Graduation from high school. An Associate’s Degree in Secretarial and Administrative Sciences, Data Processing, Office Administration, or a similarly related field is preferred.

Experience: One and one-half (1½) years of work experience which involved progressively responsible clerical experience that involved a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various types of office equipment and technologies, especially a personal computer. The overall experience must have been of such scope and level of responsibility as to conclusively demonstrate the ability to perform the duties of the position.

This position is located in Downtown, Oahu, and is an at-will position and exempt from civil service. Therefore, if you are appointed to the position, you may be discharged from your employment at the prerogative of the Ombudsman at any time.

Submit a cover letter and resume to: LEG.PERS.OMBUDSMAN.FTP@hawaii.gov

Direct all inquiries regarding this position to: Office of the Ombudsman at (808) 587-0770.

NOTE: The State Recruiting Office will refer you to the Office of the Ombudsman, Legislative Branch, regarding this exempt position.