Administrative Assistant

POSITION DESCRIPTION

ADMINISTRATIVE ASSISTANT

I. IDENTIFYING INFORMATION

Position Number: TBD

Department: Corrections and Rehabilitation

Division: Office of the Director

Geographic Location: Downtown Oahu

II. INTRODUCTION

The Office of the Governor – under the direction of the Governor of the State of Hawaii – plans, directs, and administers statewide efforts designed to ensure Hawai'i is a state that our keiki, kupuna, and residents can call home while honoring the traditions and values of our host culture. Our mission is to establish a state government that is honest, transparent, and responsive to its citizens, and our core values are centered on integrity and collaboration.

One of the most complex issues in our state is the number of people experiencing homelessness. Governor Green's Administration is pursuing multiple approaches to reduce homelessness, including prevention, outreach, transitional services, and long-term housing solutions.

This project aims to redesign our state's mental health and justice systems, and where they intersect, while enhancing Hawaii's statewide crisis care system, aligning with the Governor's top priority in this critical endeavor. Recognizing that trauma, mental health issues, and justice involvement are among the root causes of homelessness, this initiative is vital to the health and wellbeing of the community. Through a comprehensive approach, this project will evaluate, enhance, and create policies, projects, and programs that impact mental health and justice systems. Utilizing the Sequential Intercept Model (SIM) as a guide, this project will develop the "Hawaii model" to address these issues that are infused with the spirit of Aloha and grounded in best practices.

The project will collaborate closely with the Department of Corrections and Rehabilitation (OCR) Leadership, the Governor's Office on Homelessness and Housing Solutions, and Departments of the Executive Branch to evaluate, redesign, and deploy solutions aimed at reducing homelessness, improving access to services, and improving public safety. As Hawaii transitions from the prior Department of Public Safety to the Department of Corrections and Rehabilitation and shifts to a restorative approach, this project takes on utmost importance in addressing the interconnected challenges of mental health, justice involvement, and homelessness.

Purpose of the position:

The Executive Administrative Assistant is located in the Governor's Office under the guidance and direction of the Governor's Senior Advisor for Mental Health and the Justice System and is assigned responsibilities by the Senior Advisor. The position's primary responsibility is managing the workflow of correspondence, including Federal, State, and County Government documents for and activities of the Senior Advisor. Additionally, this position serves as the point person for scheduling and assists in tracking and managing the statewide implementation of the office purpose. Also assists with operational and daily technological requirements for the work of the office and all supplemental funding opportunities.

III. MAJOR DUTIES AND RESPONSIBIL TIES 100%

Organizes the workflow and manages requests for the Senior Advisor's approval to ensure effective and efficient statewide operations.

Serves as the point person for scheduling and assists in tracking and managing the statewide implementation of the office's purpose.

Exercises discretion and good judgment with sensitive subjects and documents when handling all inquiries.

Develops and implements internal electronic workflow systems of tracking departmental requests, correspondence, and other documents.

Monitors and provides status updates for projects and reports variations or discrepancies.

Establishes and maintains electronic and hard copy files.

Gathers and researches information for Federal, State, and County Government concerns/issues; refers select cases for action to appropriate departments and agencies; coordinates and/or collects information from various departments or agencies and may make recommendations to the Senior Advisor.

Researches and makes recommendations on innovative process improvements to promote efficiency within the office to the Senior Advisor.

Supports operational and technological functions of the office as assigned by the Senior Advisor.

Special projects and other duties as assigned by the Senior Advisor to support the unit.

Supervises Position(s) No. TBD Title: TBD

IV. CONTROLS EXERCISED OVER THE WORK

A. Supervisor: Senior Advisor for Mental Health and the Justice System

B. Nature of Supervisory Control Exercised Over the Work

This position is subject to general supervision by the Senior Advisor. Completed work is subject to general review to ensure that objectives of the projects have been met.

C. Nature of Available Guidelines Controlling the Work

The primary policy and procedural controls applicable to this position are administrative policies and procedures of the Office of the Governor.

V. REQUIRED LICENSES, CERTIFICATES, ETC.

None

VI. RECOMMENDED QUALIFICATIONS

A. Knowledge: Must be able to follow instructions and have applicable knowledge and skills to perform duties. Possess knowledge of government operations and excellent business practices. Understanding and interest in policies and issues related to the work of the project. Must have knowledge of each State Department and the Agencies within.

B. Skills/Abilities: Ability to take the initiative to be multi-tasked so work can be performed in a timely and efficient manner. Be able to become proactive as needed.

Work well with a wide variety of personalities and be able to work with others in problem-solving situations.

Possess oral and written command of the English language, excellent organizational skills, and ability to read and comprehend materials, multi-task, and work well under pressure and with careful attention to details.

Exercise discretion and independent judgment in fulfilling these responsibilities, especially with confidential documents and matters.

C. Education: High School Diploma; College degree or higher preferred

D. Experience Demonstrated experience in working with confidential matters in a fast-paced and deadline-oriented environment. Demonstrated experience to plan and coordinate large community engagements and provide support to strategic integration across state systems.

VII. TOOLS, EQUIPMENT & MACHINES

• Able to operate enterprise-wide computer programs and function efficiently in a paperless environment. Familiarity with document management systems or equivalent. Able to operate standard office equipment.