SECRETARY II (REGIONAL STAFFING SPECIALIST) #60372 (KAUAI-KR472)

JOB DESCRIPTION

DATE POSTED: January 31, 2025

POSITION TITLE: SECRETARY II (REGIONAL STAFFING SPECIALIST)

STATUS:  Permanent | Full-Time (1.0 FTE)

SALARY:  $3,917 per month | SR14 | BU03

LOCATION: This is a regional position that is located in the Clinic Administration department of the Hawai’i Health Systems Corporation (HHSC) Kaua’i Region, a public benefit corporation of the State of Hawai’i. HHSC Kaua’i Region consists of Kaua’i Veterans Memorial Hospital (KVMH) and Samuel Mahelona Memorial Hospital (SMMH), both critical access hospitals; The Kaua’i Region Clinics; and its affiliates.

Spanning several distinct locations, the Kaua’i Region Clinics network encompasses: The Clinic at Waimea, The Clinic at Port Allen, The Clinic at Kalāheo, The Specialty Clinic at Kalāheo, The Urgent Care at Po’ipū, The Clinic at Līhu’e, and The Clinic at Kapa’a. This extensive system offers the community an array of primary and specialized healthcare services, ranging from Family Practice to Outpatient Surgery, and includes disciplines such as Obstetrics and Gynecology, Pediatrics, Urology, Gastroenterology, Podiatry, and Internal Medicine.

JOB FUNCTIONS: The Secretary II (Regional Staffing Specialist) serves as Secretary to the manager of a program and an organization of considerable scope and complexity; may supervise and participate in performing highly complex clerical work; and performs other duties as required. The Secretary II will be primarily responsible to provide critical administrative and operational support to the Clinic Administration Director, ensuring the efficient management of key administrative functions within the clinics. This role supports the seamless coordination of provider schedules, leave requests, timesheet accuracy, and the organization of clinic templates. Additionally, the position is vital for managing sick calls and float pool assignments to maintain adequate staffing levels, ultimately contributing to the delivery of high-quality patient care and optimized clinic operations, and performs any other duties as required.

This position may necessitate extended hours, including weekends and holidays, and may require travel to various locations within the region as needed.

The position reports to the Clinic Administrative Director, position no. 109756, or its designee.

MINIMUM QUALIFICATION REQUIREMENTS

To qualify, you must meet all of the following requirements. Please note that unless specifically indicated, the required education and experience may not be gained concurrently. In addition, qualifying work experiences are credited based on a 40-hour workweek. All applicants are required to provide evidence of all applicable education, licenses, and certifications. 

Education: None required. High School diploma or equivalent or Associate’s degree preferred.

Licensure: Possession of an active, valid State of Hawai’i type# 3 driver’s license preferred.

General Clerical Experience: One-half (½) year of professional work experience which involved performance of tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions, and speak and write simply and directly.

Specialized Clerical Experience: Two (2) years of progressively responsible typing, stenographic and/or substantive clerical work which duties demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; etc.

Select Certification: Two (2) to three (3) years of administrative experience, preferably in a healthcare setting and familiarity with scheduling software and electronic health record (EHR) systems preferred.

DESIRED SKILLS

Knowledge of: Business English; spelling; arithmetic; the operation and operational maintenance of various office appliances and equipment, including office duplicating and copying machines; office practices and procedures.

Ability to: Carry out a varied range of secretarial and clerical functions; organize, assign, direct and review the work of others; maintain an effective work pace under periodic deadlines; learn and apply pertinent statutory provisions, rules, regulations, policies and procedures; read and understand manuals and other detailed books of instruction; write routine business letters, summaries and reports using acceptable format and conforming to all rules of grammar and style; speak simply and directly, including occasionally speaking to groups as well as individuals; deal tactfully with others both within and outside the organization; for some positions, type accurately at an acceptable rate of speed, or type and take and transcribe shorthand dictation at acceptable rates of speed; for some positions, operate an automobile and/or supervise the work of others; handle confidential information with discretion.

Additional Skills: Proficiency in Microsoft Office – Word, Excel, PowerPoint, Outlook; excellent organizational, interpersonal, and communication skills; strong problem-solving and multitasking abilities.

WORKING CONDITIONS / HEALTH & PHYSICAL REQUIREMENTS

Applicants must meet the health and physical requirements deemed necessary to effectively and safely perform the essential functions of the position with or without reasonable accommodation.

Working Conditions: Office setting within a healthcare environment; may require occasional travel between facility locations; prolonged periods of sitting and working on a computer.

*CB

Salary : $3,917