Job Description

Description

Department: DHQ – Business AdministrationPosition Title: Office Assistant/ReceptionReports to: Administrative Assistant (Business Department)FLSA Status: Non-Exempt, Full-Time

Hourly rate: $16.00 to $17.00

Job Summary: Greet and assist visitors and staff in reception area. Provide clerical and logistical office support forDivisional Headquarters.

Essential Qualifications: High School Diploma or GED equivalency Minimum two years’ secretarial, customer service and/or work-related experience Must be computer literate (Office 365, MS Word, Excel, email – preferably Outlook) withproficient typing skills and the ability to use various software programs. Excellent telephone skills and exhibit a positive and professional attitude Good planning and organizational skills, ability to multi-task, and work under pressure Ability to follow instructions and work with minimal supervision Attention to detail, and provide consistent and reliable follow through Ensure that all receptionist responsibilities are completed accurately and delivered with highquality and in a timely manner Ability to be resourceful and initiative-taking in dealing with issues that may arise Maintain a professional attitude and approach to problem solving Excellent written and verbal communication skills Excellent interpersonal skills, pleasant phone manner Maintain regular and punctual work attendance Must have valid Hawaii driver’s license and clean driving abstract An equivalent combination of training and experience which provides the required knowledge, skillsand abilities will be accepted.

Preferred Qualifications: Ability to operate Cisco multi-line phone system. Working knowledge of mail processes, such as postage machine, USPS mail service, FederalExpress; and office equipment, such as copiers, fax machine.

Essential Functions: Answers all telephone inquiries and/or directs incoming calls to the appropriate people. Serve visitors, in person and on the telephone, by greeting, directing, and announcing themappropriately. Ensure that visitors sign in utilizing the sign-in sheet. Maintain a neat and orderly reception area, mailroom, and general office supply areas. Maintain and update Front Desk resource/reference manuals (including FAQ list, DHQ phone list). Oversees and maintains filing system of all W-9 forms (both in scan drive and hard copy filefolders). Prepare and mail check payments in accordance with Finance Department procedures. Compose and type routine letters and emails. Hawaiian Airlines: Complete monthly reconciliation report. Includes information gathering from unitsand airlines, as well as disseminating updated information to the units as needed. Mailroom: Serve as point person for the mailroom (e.g., process outgoing mail; maintain mailroomsupplies; refill postage meter; track/report monthly postage usage; maintain mailroomreference/instruction manual). Deliveries: Manage traffic of incoming/outgoing mail and special deliveries at the Front Desk,maintain daily activity log (e.g., in-and-out status of officers/staff, tracking deliveries received at theFront Desk). Collect requests and complete online ordering of office and janitorial supplies. Maintains general officesupplies inventory; replenish and order as needed (includes mailroom and main copier) inAdministration Building. Office equipment: Helps resolve copier and fax machine jams/problems, liaison withsupport/vendors. Kitchen: Maintains assignment calendar and oversees weekly cleaning. Cleans and sets up coffee urnin before leaving for day. Vehicle Reservation: Assist with booking and providing reservation services for our floater vehicles. Secure Administration building side entrance door at the end of day. Perform deliveries as requested. This requires use of company vehicle and valid Hawaii driver’slicense. Performs other duties as assigned.

Equal Employment Opportunity Employer. Minorities/Women/Veterans/Disabled

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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