What are the responsibilities and job description for the Administrative Assistant (Seasonal)-Public Policy (O'ahu) position at OFFICE OF HAWAIIAN AFFAIRS (OHA)?
This is a seasonal position reporting to the Public Policy Manager.
Seasonal from December 1, 2026 to May 31, 2027.
SALARY RANGE
This is a seasonal six (6) month position. Starting salary may be up to the maximum salary provided, based on qualifications.
GENERAL PURPOSE OF POSITION
The Administrative Assistant (“Assistant”) for the Public Policy Manager (“Manager”) is responsible for providing day-to-day administrative and technical support to the assigned Manager and assist with a wide range of administrative support-related tasks for the team, with limited supervision.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
1. Administrative and Technical Support
a. Provides administrative and technical support to the Manager. Research, compile and prepare correspondence, reports, documents, matrices, and charts under the direction of the Director.
b. Manages schedules and calendars of the Manager. Schedules and coordinates meetings, events, and/or other similar activities using discretion and independent judgment. Screens, prioritizes and directs the Manager’s visitors, and telephone calls.
c. Screens, prioritizes and directs the Manager’s mail and emails. Identifies mail and emails requiring response by Manager(s) and refers remainder to appropriate OHA staff for follow up. Ensures that correspondence and materials are prepared and retained in conformance with established policies and procedures.
d. Prepares and organizes materials for conferences/meetings. May attend conferences/meetings to take notes and prepare summaries or minutes.
e. Requisitions supplies, equipment, printing, maintenance, and other services for the Manager’s offices.
f. Manages confidential information that may have an impact on the OHA's operations, performance, or reputation if shared beyond its intended audience.
2. Division Office Responsibilities
a. Assists division Manager in tracking projects, deadlines, work assignments, and work products of Manager. On behalf of the Manager, conducts inquiries and responds to inquiries pertaining to assigned work activities or projects. Upon request, assists with project planning and development. Report status and/or problems to the Manager.
b. Ensures administrative and clerical tasks performed on behalf of the Manager comply with policies and procedures.
c. Provides information to others seeking information on programs and operations. Refers detailed inquiries to the appropriate team member.
d. Reviews and checks records and forms for accuracy, completeness, and conformance with established OHA policies and procedures. Assists division Manager in coordinating updates of forms and records to meet requirements under applicable federal, state, and local laws.
3. Accounting Activities
a. Assists with the division’s accounting activities. Prepares appropriate accounting request forms and documents for the division. Maintains records of expenditures.
b. Assists with the preparation of budgets and related expenditure reports. Assists with collecting and compiling statistical, financial, and other accounting information for monthly, special, and periodic reports.
c. Manages the Manager’s accounting activities. Prepares purchase requisitions, payment of invoices, check requests, and reimbursement requests. Maintains records of expenditures.
d. Assists with the preparation of budgets and explanations on any budget variances. Assists with collecting and compiling statistical, financial, and other information for monthly, special, and periodic reports.
4. Records Management Responsibilities
a. Prepares and maintains the Manager’s files.
b. Assists in retention and maintenance of Manager’s office records. Ensures all records and documents are maintained in accordance with OHA record retention policy.
5. Assists Manager with special projects.
6. This position is based on Oʻahu, with an expectation of regular, in-person attendance at the designated duty station. Limited telework may be authorized in accordance with the OHA Employee Handbook and subject to supervisory approval.
OTHER DUTIES/RESPONSIBILITIES
Performs other duties as assigned by the Public Policy Manager.
MINIMUM QUALIFICATIONS
Education, Training, and/or Experience
1. High school diploma required.
2. Three (3) years of secretarial or clerical experience with demonstrated proficiency in English grammar, spelling, and arithmetic; the ability to read and understand oral and written instructions; and speak and write effectively.
Knowledge, Skills, and Abilities
1. Must have working knowledge of:
- Office management
- Record keeping, designing, and maintaining filing system
2. Must have demonstrated skills and abilities in:
- Administrative, clerical, and executive office support
- Project management (including planning, organizing, scheduling, and prioritizing)
- Basic budgeting procedures and financial recordkeeping
- Documentation and records management
- Creation, handling, and maintenance of sensitive and confidential information
- Basic research and data analysis
- Use Microsoft Word, Excel, and PowerPoint
How To Apply
To apply for this position, download, complete and submit this fillable application form along with a resume and cover letter to:
OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources
Or via email: careers@oha.org
Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.
An Equal Opportunity Employer
Work Location: In person
Pay: Up to $34,000.00 per year
Work Location: In person
Salary : $34,000