RESEARCH DIVISION SECRETARY - RESEARCH DIVISION
FULL TIME/PERMANENT
Reports to:
Research Division Administrative Secretary
Position Description:
The Legislative Reference Bureau is a non-partisan legislative service agency that provides a wide variety of services to Hawaii legislators, legislative committees, and in some cases, other government agencies and members of the public. Research Division personnel assist the Legislature in its deliberations by conducting comprehensive research and compiling findings in memoranda and reports, providing consultative services, and drafting legislative documents, including bills, resolutions, and committee reports.
Research Division Secretaries assist Research Division staff who work in many different areas of law and public and fiscal policy, including criminal law, education, environment, health, insurance, labor, land use, and taxation. Research Division Secretaries also assist Revision of Statutes Division staff with the formatting, compilation, proofreading, and pre-publication of the Session Laws of Hawaii and Hawaii Revised Statutes.
During the legislative session (January - May), Research Division staff must be available to work an unpredictable flexible schedule, including evenings, some weekends, and some state and federal holidays.
Essential Duties:
Assist the Director and Assistant Director for Research in preparing correspondence and other documents;
Assist the Researchers and Research Attorneys in the Research Division to carry out their duties;
Assist in preparing and dispatching legislative requests for bill drafting, other legislative documents, research memoranda, and research reports;
Perform receptionist duties, which includes responding to inquiries and answering telephone calls from legislators, legislative staff, other government agencies, and the general public;
Perform general office duties such as ordering supplies and equipment, maintaining files and inventory, issuing purchase orders, and maintaining records;
Maintain confidentiality;
Work effectively with others as part of a team on any assigned project;
Complete time-sensitive projects in a professional and timely manner;
Assist the Revision of Statutes Division staff with the formatting, preparation, compilation, proofreading, and other pre-publication duties of the Revision of Statutes Division's annual publications;
Assist the Revision of Statutes Division during the legislative interim with the updating of the electronic databases for the Session Laws of Hawaii and the Hawaii Revised Statutes;
Perform any other duties as may be assigned by the Director, Assistant Director, or Administrative Secretary for Research.
Qualifications:
The minimum qualifications for a candidate for Research Division Secretary shall be: (1) an associate's degree or higher; or (2) a high school diploma with at least two years of clerical office experience. At the discretion of the Director, possible substitutions for one or more years of experience may include the satisfactory completion of training at an accredited business or technical school above the high school level; the successful completion of one academic year of business administration or information technology study at an accredited college or university; or any equivalent combination of related experience, training, and education. Prior knowledge of the legislative process, proofreading techniques, and general clerical procedures are desirable.
Additional Requirements:
A candidate for Research Division Secretary shall:
(1) Demonstrate good judgment, discretion, reliability, punctuality, and integrity and the ability to complete assigned tasks in a timely and efficient manner. The candidate shall also possess the ability to follow instructions and procedures, pay particular attention to accuracy and detail in work products, and possess superlative organizational and multi-tasking abilities.
(2) Possess excellent oral and written communication skills, including writing, grammar, and spelling. The candidate shall also be proficient in Microsoft Office, with exceptional proficiency in Microsoft Word. A candidate for Research Division Secretary should also be proficient in operating office-related electronic equipment and other software as may be required and be able to type at least 50 words per minute.
(3) Have the ability to execute directives issued by the Director or the Assistant Director for Research and to work effectively under pressure and meet deadlines.
(4) Carry out the Research Division Secretary's duties in a civil and professional manner; possess an exemplary work ethic, including a willingness to work towards achieving the overall goals and success of the Bureau and to work in a team-oriented environment; and be self-motivated to find ways to continuously improve work procedures.
In addition, a candidate for Research Division Secretary is expected to reliably report to work during regularly scheduled work hours, in addition to other times as required by the Director or Assistant Director for Research. During the legislative session, Secretaries may be expected to report to work outside of regular work hours, including evenings, weekends, and holidays, as necessary pursuant to the legislative calendar and legislative workload.
Other Information:
While the position is considered to be for a full-time, permanent secretary, the position is exempt from the civil service and considered "at will" in nature. Therefore, if you are appointed to the position you may be discharged from your employment at the prerogative of your department head or designee at any time for cause, which includes failure to meet performance or other standards and/or lack of funding for the position.
Benefits:
EXEMPT BENEFITS
This is a non-civil service position. Benefit information will be provided at time of offer by the Department Personnel Officer or Director of the hiring department.
Listed below is a summary of the benefits the State offers to exempt employees, which is based on full-time employment.
Paid Holidays
Eligible for 13 paid holidays each year; 14 holidays during an election year.
Paid Vacation
Eligible for 21 days per year.
Paid Sick Leave
Eligible for 21 days per year.
Other Leaves
Reasonable time off with pay may be provided for jury or witness duty, a death in the family, some military duty, and donation to the Blood Bank. Leave sharing donations may be granted to eligible employees who have serious personal illnesses or injuries or need to care for a seriously ill or injured family member. Various leaves without pay may also be granted with full re-employment rights.
Health Insurance
The State pays a part of the premiums for each employee's enrollment in a State sponsored Medical, Drug, Vision, and Dental Plan. For more information, visit the Employer Union Trust Fund website www.eutf.hawaii.gov for coverage and options.
Group Life Insurance
The State provides a free life insurance policy for eligible exempt employees.
Retirement Plan
The State contributes to a retirement plan for eligible employees. Generally, employees under the Hybrid Plan with 10 years of credited service and who have reached 65 years of age or have 30 years of credited service and have reached 60 years of age may retire and receive benefits. To find out more about the options you have, go to http://ers.ehawaii.gov.
Premium Conversion Plan
Participating exempt employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
Flexible Spending Accounts
Eligible exempt employees can reduce their federal and state income taxes and social security taxes by setting aside money from their paychecks to pay for eligible out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
Transportation Benefits
Participating employees may increase their take-home pay by having the State deduct qualified transportation expenses (i.e. eligible parking fees, monthly bus passes for TheBus, fare coupons for The Handi-Van, Vanpool Hawaii participation fee, etc.) through pre-tax payroll deductions.
Deferred Compensation
The State offers exempt employees a tax-deferred retirement savings program. This program allows employees to build a retirement nest egg through voluntary, pre-tax payroll deductions. A broad range of investment options are available to select from.
Temporary Disability Insurance
Qualified exempt employees may be eligible to receive partial wage replacement, at no cost to the employee, for a disability caused by a non-work-related injury or illness under this program.
Social Security
As an employer, the State also contributes to an exempt employee's social security account.
The above information is solely intended as a summary of the benefits available to State of Hawaii employees and is subject to change. Whether or not you are entitled to a particular benefit will depend on your specific appointment and employment status (included, excluded, exempt, non-exempt). Nothing herein shall be deemed as creating an employment contract, promise of employment, promise of continued employment, or obligation of any kind on the part of the State of Hawaii.
The State of Hawaii is an Equal Opportunity Employer
Applications:
Interested applicants should email a letter of inquiry, resume, and a minimum of 3 professional references no later than August 30, 2024.
Direct all inquiries regarding this position to:
L Santos
Legislative Reference Bureau
No phone calls please