Secretary

Up to $1,000 paid in hiring incentives!

Aside from a highly rewarding job and competitive salary, we offer a strong benefits package, which includes: a 403(b) retirement plan with matching contributions; full health, dental and vision insurance coverage; up to 21 days paid vacation and 21 days paid sick leave; all State and Federal holidays; group term life insurance; AFLAC supplemental benefits; a flexible spending account; employee assistance program support; and potential higher education tuition assistance.

For more information, please visit

https://www.hcapweb.org/hcap-employment/

**All interested applicants must submit an HCAP employment application along with their resume**

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INTRODUCTION

The Secretary works under the supervision of the Administrative Secretary and performs clerical services for the unit assigned.

This position provides administrative, clerical and secretarial support to the Head Start Program Managers including greeting visitors, and offering appropriate assistance and assisting the Administrative Secretary as needed.

CORE COMPETENCIES

• Must be able to communicate and work effectively with people of diverse social, economic and racial backgrounds. Must have the ability to read and write English at a high school level.
• Has the ability and desire to work cooperatively with others on a team and as appropriate as a team leader. Demonstrates interest, skill, and success, in getting groups to learn to work together.
• Has the ability to systematically identify and define a problem, determines the cause of the problem, identify, and prioritize and select alternatives for a solution, and implement a “best fit” solution.
• Develops and maintains win/win relationships and partnerships. The ability to develop, maintain and strengthen partnerships with others inside or outside the organization who can provide information, assistance, and support.
• Able to make difficult and appropriate decisions in a timely manner.
• Has the ability to demonstrate self-initiative and motivation for continuous learning, personal development and personal growth.

ESSENTIAL POSITION & RESPONSIBILITIES

• Takes and transcribes department meeting minutes in a timely and accurate manner.
• Reviews, highlights, prioritize and processes incoming and outgoing mail. Forwards mail to appropriate Program Manager and attaches relevant supporting documentation. Notifies the appropriate Program Manager of any items requiring immediate attention. Prepares items for mailing, shipping and storage.
• Follows-up on action items by telephone, memo, etc. until a task is completed. Composes correspondence for Program Managers’ review and signature; frequently composes and sends correspondence of moderate complexity.
• Answers phones, takes accurate messages and/or redirects calls. Greets visitors and offers appropriate assistance. Responds to internal and external inquiries regarding Head Start services and programs.
• Schedules and maintains calendar of appointments, coordinates meetings and travel itineraries for Program Managers.
• Compiles information from a variety of sources to prepare standard and customized reports, exhibits, presentations, special projects, etc.
• Initiates and processes check requests, expense reports, and requisitions for invoices and other fiscal forms.
• Sets priorities, coordinates schedule, recommends and implements solutions to routine and less complex assignments that arise, and applies sound judgment in the day-to-day operation of the departments.
• Orders and maintains department’s office supplies and arranges for equipment maintenance.
• Assists in the preparation and distribution of Head Start Policy Council’s packets
• Provides back-up clerical and/or secretarial services for Administrative Secretary and other support staff.
• Types into finished form letters, reports, and other documents from varied copy or rough draft requiring arrangement and organization.
• Assembles information from various sources and types such information onto a variety of printed forms such as requisitions, statistical data, questionnaires, and other forms.
• Keeps records and prepares reports of totals or summaries by established grouping, sorts and files reports, correspondence, leave applications, accident reports.
• Composes letters to routine correspondence and opens, sorts, and distributes incoming mail.
• Maintains daily logs for employees and processes requisitions/check requests for purchases/payments.
• Operates various standard office machines and a personal computer using word processing/database management programs.
• Other duties as assigned

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION

A high school diploma/GED is minimally required. An associate’s degree in Secretarial Sciences, business or a related field is preferred.

EXPERIENCE

Three (3) to five (5) years of general secretarial background. Background should include MS Office Suite; preparation of spreadsheets, graphs and charts; desktop publishing; presentation materials, and computer applications to the extent required by the specific job functions.

COMMUNICATION SKILLS

• Excellent written and verbal communications skills to include professional telephone manners, spelling and grammar; and proofreading skills.
• Demonstrated ability to interact professionally with all levels of executive, management, staff personnel and people of diverse social, economic, and racial backgrounds

REQUIRED SKILLS, KNOWLEDGE & ABILITIES

• Knowledge of office practices and procedures.
• Good spelling, grammar, punctuation, etc.
• Type 45 NWPM
• Knowledge of the purpose and use of standard office machines and equipment.
• Must be able to communicate and work effectively with people of diverse social, economic, and racial backgrounds.
• Knowledge of the multi-ethnic cultures common to Oahu
• Knowledge of mathematics
• Able to operate personal computer using word processing/database management programs.
• Must be able to work in a fast-paced work environment along with being highly organized, motivated, sets priorities; meets deadlines; able to multi-task
• The Secretary must have the ability to work as part of a team and support team concepts and display demonstrated initiative in undertaking t administrative and clerical projects for the departments.

DESIRED SKILLS, KNOWLEDGE & ABILITIES

• Knowledge of the characteristics of low-income areas on Oahu and of community resources throughout Oahu.
• Bilingual/bicultural skills, preferably in Filipino, Samoan, Chinese, Korean, or Vietnamese.

Job Type: Full-time

Pay: $30,000.00 - $45,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $30,000 - $45,000