Special Assistant To Executive Director Hawai'I Technology Development Corporation

HAWAI`I TECHNOLOGY DEVELOPMENT CORPORATION
HTDC SPECIAL ASSISTANT TO EXECUTIVE DIRECTOR This position is part of the front line of the agency. This position interacts, communicates and connects HTDC's customers both external and internal. This position will lead special projects deemed necessary by the Executive Director as well as provide coordinative, liaison and other responsible assistance to the Executive Director and Board of Directors and provides various administrative support for the agency regarding the legislative activities, personnel, procurement, secretarial and clerical support, travel, and other related administrative functions. Position conducts general research related to meetings as requested by the Executive Director. Position also works with various HTDC sections in coordinating program activities.
I. IDENTIFYING INFORMATIONPosition Number: 101971
Department: Business, Economic Development & Tourism
Division: Hawai`i Technology Development Corporation
Geographic Location: Oahu
II. INTRODUCTIONThe Hawaii Technology Development Corporation (HTDC) is an agency of the State of Hawaii established in 1983 in accordance with Section 206M, HRS, and is attached to the Department of Business, Economic Development & Tourism (DBEDT) for administrative purposes. As a lead State agency in high technology research, development, demonstration, and management of incubation facilities, HTDC provides a broad array of technology industry programs and services to facilitate the growth and development of a commercial high technology industry in Hawaii.
III. MAJOR DUTIES AND RESPONSIBILITIESA. Executive Director Special Projects 40% Identify, investigate, evaluate and recommend new projects.Consults with and provides information and knowledge to staff and others in government, business, and private organizations to discuss issues, coordinate activities, and resolve problems relating to management and development of a project. Works with stakeholders, project consultants, and community interests during the planning, design, and construction phases. Conducts or participates in public presentations including public informational meetings and hearings.B. Legislative Activities 25% Serves as Legislative Coordinator, submits legislative testimonies, prepares and updates legislative bills log. Notifies the Executive Director of legislative hearings and tracks bills. Creates legislative testimony templates.Schedules meetings with legislators and prepares appropriate materials for distribution.Under the direction of the Executive Director, ensures staff is informed of legislative initiatives and other actions or activities affecting the HTDC and its activities.C. Administrative Assistance to the Executive Director 15% Prepares or arranges for the preparation of correspondence, reports, forms, notices, instructions, directives and other written communication.Receives, screens, directs callers and visitors for the Executive Director. Manages the Executive Director's schedule of meetings without prior clearance and ensures that the Executive Director is fully briefed before the scheduled meetings.Recommends office procedures to the Executive Director and oversees their development and implementation.Acts on behalf of Executive Director in scheduling, coordinating with program managers, and checking on work-in-progress to ensure timely reply or action.Researches information for special projects as requested by the Executive Director, organizes the materials and provides written or verbal summaries focusing on salient points to the Executive Director.Instructs and informs staff on State and Agency policies and deadlines for programs.Creates and maintains organizational systems, including documentation and electronic filing system.Arranges travel, including approvals, and reservations for transportation and lodging.Provides general support to the Executive Director.D. Administrative Assistance to the HTDC Board of Directors and Board Committees 10% Coordinates Board correspondence with the Board Chair.Schedules and prepares arrangements for board meetings and various committee meetings.Prepares and maintains Board regular and executive session meeting notices, agendas, minutes, and materials for meetings of the Board and various committees in compliance with state laws. Ensures meeting agendas are posted before deadline.On behalf of the Executive Director, Board and its committees, will act as liaison to the Attorney General's office.Works closely with the Board and Committee Chairs to schedule meetings and effectively communicate decisions.Assists the Board and various committees on activities related to HTDC.Under the direction of the Executive Director, ensures staff is informed of Board initiatives and other actions or activities affecting the HTDC.Arranges Board travel, travel documents and reimbursements when appropriate.E. Administrative Support to HTDC 5% On behalf of the Executive Director, reviews outgoing correspondence for procedural, factual and grammatical correctness and for conformance with policy regarding content, style and tone prior to signature.Coordinates administrative and procedural matters with the DBEDT Director's office and other State agencies including, but not limited to, subject matters such as legislation, legal issues, contracts, personnel, procurement and accounting.Receives phone calls and visitors and responds to requests for information of a general or detailed nature as appropriate. Follows up with information or makes referrals to other staff when deemed appropriate.Arranges travel, including approvals, reservations for transportation and lodging for staff as assigned.Provides administrative support to staff including, but not limited to, making purchases using his/her p-card, coordinating State sanctioned fundraising events and clerical support.Provides administrative support for events such as coordinating registrations, arranging catering and speaker activities.Coordinates HTDC personnel activities, including initiating personnel action requests on behalf of the Executive Director and Board of Directors.Coordinates completion of annual performance appraisal reviews of staff and annual performance evaluation of the Executive Director.Assists the Executive Director and program managers with non-routine personnel actions.F. Perform Other Duties as Assigned 5% IV. CONTROLS EXERCISED OVER THE WORKA. Supervisor: Position No.: 101615 Class Title: HTDC Executive Director
B. Nature of Supervisory Control Exercised Over the Work. Instructions are limited to general guidance and direction to specific priorities, and the results expected. The employee is expected to work independently.
C. Nature of Available Guidelines Controlling the Work. Guidelines include a broad range of legal standards and requirements, and State and federal government laws, rules, regulations, policies, procedures, and objectives.
V. SALARYCommensurate with training and experience.
VI. REQUIRED LICENSES, CERTIFICATES, ETC.N/A
VII. RECOMMENDED QUALIFICATIONSA. Knowledge: General office management practices and procedures; business English, spelling, grammar, and style; governmental organization and administrative processes including legislative process, economic development program planning and development, contracts and purchasing, personnel; and other related functions.
B. Skills/Abilities: Communicate effectively orally and in writing. Initiate, plan, organize, delegate, direct, coordinate, and carry out a broad range of secretarial and administrative functions in support of the Executive Director and the Board. Experienced in taking official meeting minutes and be familiar with corporate Board functions. Work effectively in a fast-paced office with ongoing deadlines and rush projects. Deal effectively with public officials, corporate executives, representatives of interested groups, media, private sector officials, and members of the general public. Display discretion in matters of sensitivity and confidentiality. Personal or desktop computer proficient including Internet, E-mail, Microsoft Word, Excel, and PowerPoint.
C. Education: Graduation from high school and graduation from college preferred.
D. Experience: Minimum five (5) years in a progressively responsible position providing professional executive support, preferably a statewide or federal program.
E. Substitution: Education and experience may be substituted for each other on a year-for-year basis.
VIII. TOOLS, EQUIPMENT & MACHINESProficiency with personal computer and peripheral equipment/software, calculator, copying machine, fax machine and other related office tools, equipment and machines.

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