DEADLINE TO APPLY: 7/21/2024
HSTA is an equal opportunity employer.
Summary
The Secretary – Member Services shall be employed by the Executive Director and shall be supervised and evaluated by the Director of Administration. This position shall perform a variety of complex secretarial and administrative duties and related work as required in support of assigned department. The position requires the ability to work independently, exercising judgment and initiative. This position serves to advance the association’s mission and strategic goals, as well as to support organizing goals at all levels of the association.
Essential Duties and Responsibilities
· Provides clerical and administrative support as assigned including, but not limited to, receiving and screening telephone calls and visitors, independently composing written correspondence, screening and sorting mail, reminding the department specialist of deadlines, taking and relaying messages, scheduling meetings, and arranging travel for the specialist.
· Types business letters, memos, and reports; produces a variety of other materials including bulletins, flyers, charts, etc.
· Performs routine tasks by exercising judgment to independently respond to written and oral inquiries and handle situations relating to the departments’ programs, functions, and activities.
· Proofreads, edits, fact checks, and verifies accuracy of documents and written communications within scope of duty.
· Maintains and controls the departments’ files and financial records including, but not limited to, purchase orders and expense vouchers.
· Provides secretarial and ancillary support to committees, organizations or groups assigned to the department including, but not limited to, scheduling meetings, processing appropriate purchase orders and expense vouchers, and making travel arrangements.
· Maintains and updates website data on Google sites and HSTA website calendar of events for the department.
· Assist in evaluation and improvement of member services program.
· Assist in reviewing marketing and promotional material from vendors and service providers.
· Provides support to specialist for events and activities of the department.
· Verifies membership and registers event participants.
· Operates office machines and equipment.
· Performs other duties as assigned.
Other Duties and Responsibilities
· Assists with packing of materials for mass distribution.
· Catalogues and maintains reference materials.
· Maintains desk manual for each department.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- High school diploma and one year of business/technical education required.
- Five (5) years of progressively responsible experience performing skilled secretarial, clerical, and administrative support functions.
Certificates, Licenses, Registrations
· Possession of a valid driver’s license.
Knowledge and Abilities
· Possess working knowledge and experience in the use of office suite software.
· Possess effective oral and written communications skills.
· Demonstrates excellence in proofreading and editing.
· Types at a minimum rate of 65 wpm.
· Possess knowledge of office systems and procedures, including the operation of standard office machines.
· Able to maintain a professional demeanor, with a high level of confidentiality, and flexibility in a variety of situations.
· Possess knowledge of business English, spelling, punctuation and grammar.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Use of computer with monitor 80% or more of a work shift
· Keyboarding approximately 80% or more of a work shift
· Sitting 90% ± of a work day
· Standing, walking at will
· Intermittent bending, lifting, stooping
· Occasional lifting of 5-20 pounds
Job Type: Full-time
Pay: $51,050.00 - $73,351.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Secretarial and administrative support: 5 years (Required)
Ability to Commute:
- Honolulu, HI 96819 (Required)
Work Location: In person