Job Description
DATE POSTED: January 19, 2017
JOB STATUS: Exempt/Full Time
SALARY: Negotiable
JOB LOCATION: Kauai Veterans Memorial Hospital – Waimea, Kauai, Hawaii & Samuel Mahelona Memorial Hospital – Kapaa, Kauai, Hawaii
FUNCTION: The primary purpose of this position is to serve as Executive Secretary to the Regional CEO, who is responsible for overall management and operation of KVMH. This position provides secretarial support to the Kauai Board of Directors. This position directs all functions of the hospital in keeping with overall policies established by the governing board and corporation, in order that the objectives of services to sick, advancement of knowledge, and overall contribution to community welfare may be achieved most effectively, economically, and to the satisfaction of patients, employees and medical staff.
This position reports to the Regional Chief Executive Officer.
Requirements
MINIMUM QUALIFICATION REQUIREMENTS: To qualify, you must meet all of the following requirements. Please note that unless specifically indicated, the required education and experience are credited based on a 40-hour workweek.
EDUCATION REQUIREMENT: None required
EXPERIENCE REQUIREMENT: General Clerical Experience – One-half (1/2) yrs of 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 demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial-type 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.
Secretarial Experience: In addition to the above General and Specialized Clerical Experience, three (3) years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated possession of the ability to perform secretarial duties including, but not limited to the following: (1) providing personal assistance to an administrator or executive by attending to the administrative details of an office; (2) having an overall awareness of the activities and administrative framework of a program/organization; and (3) exercising sound judgment.
CERTIFICATION: None Required
LICENSE REQUIREMENT: None Required
DESIRED SKILLS & ABILITIES: Computer skills are desirable since most of the clerical duties are related to use of personal computer and word processing.
KNOWLEDGE OF: Secretarial principles and practices; general administrative principles and processes applicable to large organizations; report writing; office practices and procedures; the operation and operational maintenance of various office appliances and equipment.
SKILLS/ABILITIES: Plan, organize and carry out a broad range of secretarial functions; organize, assign, direct and review the work of others; develop a working knowledge of the organization and the programs which are the responsibility of the high-level official; understand and interpret the views and policies of the official served, including any special interest and official social obligations; work effectively under frequent interruptions and changing requirements, and handle office emergencies; write varied and complex business letters, summaries and reports requiring judgment as to appropriate format and conforming to all the rules of grammar and style; speak simply and directly to individuals and groups in conveying information about various technical and administrative aspects of programs; direct the maintenance of confidential files and records including those relating to employee-employer relations; deal tactfully with others within and outside the organization in carrying out the instructions and policies of the supervisor; for some positions, types accurately at an acceptable rate of speed, or type and take and transcribe dictation at acceptable rates of speed; for some positions, operate an automobile.
HOW TO APPLY: For application information, please click on the links below:
- Internal Application (for eligible internal applicant or HHSC regular employees only (non-casual hire))
- External Application (for external applicant)
For additional information, call (808) 338-9426 or e-mail kauaijobs@hhsc.org.
Please complete our HHSC Employment Application form even if you are submitting your RESUME.
QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.
MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted. Applications will be kept active for six (6) months.
CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be eligible to work in the U.S. and at the time of appointment will be required to become a Hawaii resident within a reasonable time from hire.
VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.
PHYSICAL/MENTAL REQUIREMENTS: Applicants must be able to physically and mentally perform efficiently the duties of the position. Qualified applicants with disabilities who can perform the essential functions of the advertised position are encouraged to apply. The Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodation should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.
PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be conditioned on the results of a complete physical examination, which includes a drug screening. For certain job categories, applicants may be referred to an HHSC-designated physician, rather than the applicant’s personal physician of choice. The cost for all physical examinations, except the cost for the drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation. The Hawaii Health Systems Corporation shall bear the cost of the drug screening.
CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically and any associated costs may be borne by the applicant. If a job offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.
HOW TO APPLY: Please complete and submit our HHSC Employment Application. Only applicants that have been through a Human Resources (HR) applicant screening process will be considered for an interview with the hiring manager. Applications for announcements with a deadline date must be on file no later than the last day to file applications. Applications received for positions with “Continuous Recruitment Until Needs are Met” will be accepted as long as there are vacancies. Inactive/filled announcements will be taken off the HHSC website.
STEPS TO AN ADMINISTRATIVE REVIEW, SUBSEQUENT APPEALS: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include 1. The job title(s) and recruitment number(s), 2. the specific reason(s) you are requesting the review noting if there is a statute or rule violation, and 3. any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Complaint and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.
Contact Information
The Kauai Regional Office of the Hawaii Health Systems Corporation is located at Kauai Veterans Memorial Hospital, 4643 Waimea Canyon Road, Waimea, HI 96796. For employment opportunities, please click on this link. For additional information, call (808) 338-9426 or e-mail kauaijobs@hhsc.org.
PERSONS WITH DISABILITIES MAY CONTACT THE RECRUITMENT OFFICER AT (808) 338-9426 (TTD/TTY) OR EMAIL kauaijobs@hhsc.org TO DISCUSS SPECIAL NEEDS IN APPLYING.