SECRETARY, CRIMINAL JUSTICE RESEARCH INSTITUTE
The Hawai`i State Judiciary invites qualified persons to apply for a full-time Secretary position for the Criminal Justice Research Institute located in Honolulu, Hawaiʻi.
The Criminal Justice Research Institute (CJRI) is administratively attached to the Office of the Chief Justice. The Institute’s focus is to examine all aspects of the criminal justice system for the purpose of assisting the State in understanding the system in a more comprehensive way and ensuring the protection of individual rights, increasing efficiencies and controlling costs.
SUMMARY OF DUTIES:
This position serves as an assistant to the Director of the Institute and provides secretarial services to facilitate the work flow and coordination of the day-to-day office operations of the Institute.
Major Duties and Responsibilities:
1. Receives and routes all telephone calls and visitors, determining the nature of the call or visit, helps those that can be taken care of, and screens those which should be routed to the appropriate Institute staff.
2. Prepares and maintains the attendance and leave records for Institute staff; reviews and submits the Institute’s attendance and leave records to the Office of the Chief Justice; receives and distributes checks or statements.
3. Maintains subject matter and administrative files and takes initiative in establishing and revising systems to meet current needs.
4. Delivers and picks up mail, documents and other items. Receives, opens and reviews all incoming correspondence, reports and other documents to the Institute or Director and/or forwards to the appropriate staff for action.
5. Provides extensive clerical support by typing a variety of materials used for report generation, correspondence, and other related matters; prepares and maintains records; compiles data for reports; and drafts documents for the Director on matters that the incumbent has personal
knowledge on or on standing instructions.
6. Composes and types letters and/or memos based on general instructions.
7. Reviews draft documents and all outgoing correspondence submitted to the Director for approval and signature, for clarity of format, accuracy in spelling, punctuation, grammar, etc., and ensures all necessary background material is attached to the file.
8. Updates and maintains Institute’s website, including creating new pages, keeping content upto-date, ensuring accuracy of information posted on website, etc.
9. Assists in creating, updating, editing Institute materials, including documents, presentations, handouts, and reports in Word, PowerPoint, Canva, and other software.
10. Maintains and updates the Director’s calendar and that of the office; schedules appointments, meetings, trainings, and telephone conferences, including logistics, correspondence, equipment and meeting room set up.
11. May provide clerical assistance to the Institute’s staff for operational needs including special projects.
1. Maintains proper inventory and submits requisitions for office supplies and materials; maintains adequate stock so that supplies are readily available; keeps inventory and requisition records of office, keys, supplies and materials.
2. Maintains inventory of office equipment for the Institute; purchases equipment for the Institute; researches specific manuals, catalogs or other sources to obtain desired information, calls vendors for price quotations, completes requisitions, and schedules deliveries.
3. Makes arrangements for the repair and maintenance of equipment in the Institute.
4. Makes travel and hotel arrangements for Institute staff. Maintains records of itineraries; completes the statement of travel for staff following trips.
5. Performs other related duties as assigned or required.
Two and one-half (2-1/2) years of progressively responsible typing, stenographic and/or substantive clerical work experience which demonstrated knowledge of English grammar, spelling and arithmetic; knowledge of common office equipment; knowledge and understanding of computer word processing and software applications; the ability to read and understand oral and written instructions; the ability to speak and write simply and directly; and the ability to carry out procedures in clerical work systems and perform secretarial tasks.
This experience includes, but is not limited to, several of the following: serving as telephone and walkin receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling and typography; maintaining a log of pending work; preparing and finalizing documents using computer word processing applications; preparing and finalizing charts, tables, graphs and other materials using computer software applications, etc.
PREFERRED SKILLS: A high level of proofreading skills and the ability to thoroughly review materials are preferred.
SPECIAL REQUIREMENTS OF THE POSITION:
The incumbent in this position may be required to work a variable work schedule and to work beyond a normal work schedule, including evenings, days off, and holidays.
Applicants must be citizens, lawful permanent residents (resident aliens), or nationals of the United States, or non-citizens with unrestricted employment authorization from the U.S. Citizenship and Immigration Services, U.S. Department of Homeland Security. All applicants shall become residents of the State within thirty (30) days after beginning their employment and as a condition of eligibility for continued employment.
TYPE OF APPOINTMENT:
The selected candidate will serve in an exempt (non-civil service), at-will appointment which is excluded from the requirements of selection by merit competition and from civil service status. Exempt (non-civil service) appointments are considered at-will, which means that the hiring authority
may terminate the employment relationship at any time.
SALARY AND BENEFITS:
Effective July 1, 2023, the salary starts from $3,730 monthly / $44,760 annually and will be determined by the hiring authority based on qualifications.
Exempt (non-civil service) employees are eligible for a range of benefits, including, but not limited to, the following:
• up to 13 paid holidays each year
• up to 21 vacation leave days per year
• up to 21 sick leave days per year
• Reasonable time off with pay for jury duty, bereavement leave, and certain military duty
• Membership in the state retirement system
• Employer/Employee shared premium contributions for enrollment in the state-sponsored health
• Free life insurance policy for employees
• Deferred compensation supplemental retirement savings plan
HOW TO APPLY:
Applicants are required to submit a cover letter and resume to the attention of the CJRI Director and the names and contact information of three (3) references, including current employer.
Documents may be sent by electronic mail to Recruitment@courts.hawaii.gov or by mail addressed to:
Hawai`i State Judiciary, Human Resources Department, 426 Queen Street, 1st Floor, Honolulu, Hawaii 96813. First consideration will be given to resumes received by Friday, July 7, 2023.
In order to expedite the hiring process, only qualified candidates that are shortlisted will be selected for an interview and contacted. A proofreading test may be administered prior to selection.
CONDITIONS OF EMPLOYMENT:
The appointment of the selected candidate will be pending a background check and other pre-employment clearances.