Special Assistant to Director Hawai'i Technology Development Corporation

HAWAI`I TECHNOLOGY DEVELOPMENT CORPORATION HTDC SPECIAL ASSISTANT TO THE EXECUTIVE DIRECTOR This position is part of the front line of the agency. It interacts, communicates, and connects HTDC’s customers both external and internal. The position will lead special projects deemed necessary by the Executive Director and provide coordinative, liaison, and other responsible assistance to the Executive Director and Board of Directors, as well as various administrative support for the agency regarding legislative activities, personnel, procurement, secretarial and clerical support, travel, and other related administrative functions. The position conducts general research related to meetings as requested by the Director and works with various HTDC sections in coordinating program activities. I. IDENTIFYING INFORMATION Position Number: 101971 Department: Business, Economic Development & Tourism Division: Hawai`i Technology Development Corporation Geographic Location: Oahu II. INTRODUCTION The 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 RESPONSIBILITIES Executive Director Special Projects 40% Identify, investigate, evaluate and recommend new projects. Consult with and provide information 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. Work with stakeholders, project consultants, and community interests during the planning, design, and construction phases. Conduct or participate in public presentations including public informational meetings and hearings. Legislative Activities 25% Serve as Legislative Coordinator, submit legislative testimonies, prepare and update legislative bills log, notify the Executive Director of legislative hearings, and track bills. Schedule meetings with legislators and prepare appropriate materials for distribution. Ensure staff is informed of legislative initiatives and other actions or activities affecting HTDC. Administrative Assistance to the Executive Director 15% Prepare or arrange for the preparation of correspondence, reports, forms, notices, instructions, directives and other written communication. Receive, screen, direct callers and visitors for the Executive Director. Manage the Executive Director’s schedule of meetings and ensure that the Executive Director is fully briefed before scheduled meetings. Recommend office procedures to the Executive Director and oversee their development and implementation. Act on behalf of the Executive Director in scheduling, coordinating with program managers, and checking on work-in-progress to ensure timely replies or actions. Research information for special projects as requested by the Executive Director, organize materials, and provide written or verbal summaries focusing on salient points. Instruct and inform staff on State and Agency policies and deadlines for programs. Create and maintain organizational systems, including documentation and electronic filing systems. Arrange travel, including approvals and reservations for transportation and lodging. Provide general support to the Executive Director. Administrative Assistance to the HTDC Board of Directors 10% Coordinate Board correspondence with the Board Chair. Schedule and prepare arrangements for board meetings and various committee meetings. Prepare and maintain Board regular and executive session meeting notices, agendas, minutes, and materials for meetings of the Board and various committees in compliance with state laws. Act as liaison to the Attorney General’s office. Work closely with the Board and Committee Chairs to schedule meetings and effectively communicate decisions. Assist the Board and various committees on activities related to HTDC. Ensure staff is informed of Board initiatives and other actions affecting HTDC. Arrange Board travel, travel documents, and reimbursements when appropriate. Administrative Support to HTDC 5% Review outgoing correspondence for procedural, factual and grammatical correctness prior to signature. Coordinate administrative and procedural matters with the DBEDT Director’s office and other State agencies. Receive phone calls and visitors and respond to requests for information. Arrange travel for staff as assigned. Provide administrative support to staff including making purchases using a p-card, coordinating State sanctioned fundraising events, and clerical support. Provide administrative support for events such as coordinating registrations, arranging catering and speaker activities. Coordinate HTDC personnel activities, including initiating personnel action requests on behalf of the Executive Director and Board of Directors. Coordinate completion of annual performance appraisal reviews of staff and annual performance evaluation of the Executive Director. Assist the Executive Director and program managers with non-routine personnel actions. Perform Other Duties as Assigned 5% Total: 100% IV. CONTROLS EXERCISED OVER THE WORK A. 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, with the expectation that the employee will 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. VI. RECOMMENDED QUALIFICATIONS 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. 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. Work effectively in a fast-paced office with ongoing deadlines and rush projects. Display discretion in matters of sensitivity and confidentiality. Proficient in personal or desktop computers including Internet, E-mail, Microsoft Word, Excel, and PowerPoint. Education: Graduation from high school and graduation from college preferred. Experience: Minimum five (5) years in a progressively responsible position providing professional executive support, preferably in a statewide or federal program. Substitution: Education and experience may be substituted for each other on a year-for-year basis. VII. TOOLS, EQUIPMENT & MACHINES Proficiency with personal computer and peripheral equipment/software, calculator, copying machine, fax machine and other related office tools, equipment, and machines. #J-18808-Ljbffr