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Job Details

Office Manager

  2025-05-13     CITY AND COUNTY OF HONOLULU     Honolulu,HI  
Description:

Administrative Services Officer at the Office of the Mayor

The Office of the Mayor is looking for two Office Managers for two of our attached offices.

Duties and Responsibilities:

  1. Prepares and organizes material for executive staff for meetings, conferences, and executive action.
  2. Reviews all incoming correspondence and independently answers routine correspondence; prepares letters, reports, and memos for executive staff; coordinates and reviews outgoing correspondence, reports, and fiscal documents for accuracy, completeness, and compliance with legal provisions and established procedures.
  3. Assists the Budget and Operations Specialist in preparing annual budget requests and proposals.
  4. Maintains databases, mailing lists, and filing systems for all office records and materials; searches files and assembles internal and external background materials and information for executive staff execution or decision.
  5. Assists with the review and preparation of comprehensive financial analysis and recommendations; is familiar with restrictions and requirements of funds available to the Office and maintains proper use of funds; assists with the administration and processing of procurement requests; serves as a Purchase Card holder.
  6. Screens calls and visitors and arranges appointments for executive staff. Refers calls to the proper personnel or department/agency.
  7. Coordinates and schedules meetings and logistics internally, across City agencies, and externally. Records and disseminates subject matter notes of meetings.
  8. Performs basic IT support and troubleshooting for staff such as workspace setup, phone, email; sets up virtual meetings on WebEx, Zoom, and other online meeting platforms; coordinates with the City Department of Information Technology on technology needs.
  9. Assists executive staff on personnel matters; prepares and processes documents related to hiring, classification, and other personnel transactions; maintains organizational chart.
  10. Coordinates the preparation of the Office's annual and other periodic reports and tracks annual performance metrics, including but not limited to managing/recording activity, numbers of public information sessions, reports generated, etc.
  11. Provides information directly to the public or others based on knowledge of executive staff policies, direction, or activities.
  12. Performs other related duties as may be assigned.

Minimum Qualifications:

  1. 2-3 years of experience as an office clerk, administrative assistant, office manager, or similar role, especially within local or state government.
  2. Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts, among other tasks.
  3. Previous customer service or front office experience.
  4. Comfortable working independently and as part of a team in a fast-paced environment in an executive-level government office; strong interpersonal skills.
  5. Reliability and discretion.
  6. Strong background with Microsoft Word, Excel, and PowerPoint.

Desired Qualifications:

  1. Bachelor's degree from an accredited university.
  2. Familiarity with Oʻahu communities and issues.
  3. Ability to multi-task and organize projects in a professional and concise manner, often with short deadlines.
  4. Experience managing projects in a team setting, including developing project plans and managing timelines.
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