Datamanusa
Location
Honolulu, HI | United States
Job description
DatamanUSA is looking for a Secretary for our direct client based in Honolulu, HI. This is a great opportunity for someone who is a quick learner with excellent people skills.
Job Details:
Job Title: Secretary
Location: Honolulu, HI
Duration: 2 years
Job Description:
*) Receives, reviews, and maintains control records in a document flow database of all incoming and outgoing correspondence as well as pending copies of the documents.
*) These documents may consist of, but are not limited to: out-of-state travel, overtime, requests direct to and from the B&F, Governor's Office, State Procurement Office (SPO); and Department of Accounting & General Services (DAGS).
*) Upon approval or disapproval of these pending documents from the other departments, distribute them to the appropriate DOH division or office managers.
*) Establishes priorities and determines the appropriate attention and routing of requests or correspondence to the Chief or other staff members.
*) Provides suggestions and recommendations in regard to proper administrative channels; interprets policies and procedures to staff members, informing them of new or revised procedures requiring their compliance; informs the clerical staff on new or revised formats for correspondence and reports and interprets standard operating policies and procedures for clerical staff.
*) Provides instructions to callers such as program administrators, branch chiefs, or other officials and employees, on office policies and practices; refers technical fiscal or budgetary aspects to proper ASO personnel.
*) Takes minutes of monthly ASO Supervisors' meetings as well as the Department Executive Council meetings on a rotation basis with other Department secretarial staff.
*) Sets up controls to keep track of all urgent matters, determines priorities, and keeps the Chief abreast of deadlines, furnishing the Chief with all pertinent material necessary for consideration, or in the Chief's absence, referring the matter to the appropriate subordinate.
*) Establishes and maintains office files which include policies, procedures, and general correspondence, and exercises initiative in establishing or revising files to meet current needs and demands for the material.
*) Receives telephone and walk-in callers, and screens those which can be handled personally by giving desired information or by referring to staff as deemed appropriate.
*) Keeps the ASO Chief's calendar and schedules appointments informing the Chief on the matters to be considered before scheduled meetings.
*) Makes travel and training arrangements for the ASO Chief, processes all appropriate paperwork for payments of out-of-state travel and in-state travel and training, and maintains files for same.
*) Composes letters and memos for ASO Chief's signature which reflect the intent and view of ASO on various matters such as memorandums to DAGS Risk Management Office and DOH programs in regards to auto accidents and loss of state property and other matters.
*) Checks all out-of-state travel per diem calculations for accuracy
Supervision
*) Establishes work performance standards for subordinate positions, rates job performance, and discusses ratings with incumbents.
*) Meets with subordinates throughout the appraisal period to discuss job duties, expectations, work performance, goals and objectives, concerns, and special projects; providing assistance, direction, instructions, and counseling when necessary. Reviews and updates position descriptions of subordinates as needed.
*) Determines priority of work and assigns accordingly.
*) Reviews the work of subordinates to ensure assignments are completed timely, accurately, and according to standards.
*) Meets with subordinate personnel to review procedures, discuss problems, and work to improve office procedures.
*) Provides in-service training to subordinates and arrange for outside training as needed.
*) Interviews and selects clerical personnel when vacancies occur.
*) Approves leaves requested by clerical staff, ensuring proper coverage of office.
*) Attends workshops and training classes to maintain supervisory skills.
*) Keeps abreast of pertinent personnel rules and regulations, directives, collective bargaining contracts, administrative rules, and statutes.
Job tags
Salary
