Salary: See Position Description Location : Island of Oahu Job Type: Various Job Number: 24-0321 Department: Transportation - Admin Opening Date: 07/16/2024 Closing Date: Continuous Recruitment Information Recruitment Number 24-0321 - This position is located in the Office of Public Affairs, Department of Transportation. Salary; $6,399 to $7,787 per month (SR-26, Step D to I). Note: Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. A continuous recruitment may be closed at any time. The notice of the last day to file applications will be posted on the State of Hawaii's Civil Service Job Opportunities Listing page of our website. Duties Summary This is NOT an Administrative Assistant, Executive Assistant, office support or secretarial position. The Executive Specialist VI performs advanced administrative work in assisting the director of a department in directing the activities of large scale departmental programs; advises superior on various administrative matters; conducts special studies with delegated authority to implement necessary changes, procedures, etc.; and performs other duties as required. Examples of duties include: Advises superior on various administrative matters; conducts special studies and participates in formulating, implementing and effectuarting policies, procedures, programs, etc. with delegated authority to act, as necessary; confers with superior and others in the development, interpretation and installation of policies, procedures and programs; analyzes and solves various technical, administrative and other problems; gathers data; analyzes contracts, reports, policies and other matters which must be studied as the basis for administrative decisions; prepares reports, correspondence, memoranda, etc.; serves as liaison between superior, staff and others; represents superior in various instances including meetings; prepares and justifies budget requests; serves as the department's liaison with the legislature and others; negotiates contracts; handles legal questions by gathering data, consulting with Attorney General and recommending solutions; administers a small program or programs for a department. Minimum Qualification Requirements Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. To qualify, you must meet all of the following requirements: LEGAL AUTHORIZATION TO WORK The State of Hawaii requires all persons seeking employment with the government of the State shall be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States. Education: A bachelor's degree from an accredited four year college or university. Excess work experience as described below or any other responsible administrative or professional work experience which provided knowledge, skills, and abilities comparable to those acquired in four years of successful study while completing a university or college curriculum may be substituted for Education on a year-for-year basis. To be acceptable, the experience must have been of such scope, level and quality as to assure the possession of comparable knowledge, skills and abilities. General Experience: One and one-half (1 1/2) years of professional work experience which demonstrated the ability to write clearly and comprehensively such materials as reports, analysis, proposals, recommendations and justifications for actions or articles suitable for publication; read and interpret complex written materials such as Federal and State laws, rules, regulations and/or program guidelines; resolve complex problems; express oneself orally in a clear and persuasive manner in various situations; establish and maintain cooperative working relationships; and prepare operational and activity reports. Specialized Experience: Three (3) years of professional work experience which demonstrated responsibility for planning and coordinating program activities and solving operational problems involving administrative processes and the relationships between programs. Such experience must have demonstrated administrative abilities by completion of assignments or projects which involved administrative problems (e.g., conducting studies and analysis of programs, projects and services to assess effectiveness, adherence to program directives and achievement of goals and objectives, resource needs, cost and benefit factors, and other essential management concerns and recommending alternative courses of action to resolve problems and increase the effectiveness of operations and other concerns). The experience must have demonstrated a high degree of analytical skill involving the ability to identify information needs, collect and analyze data, identify problems and alternative solutions and their advantages and disadvantages and develop logical recommendations for a course of action, and the ability to read, comprehend and interpret complex material and draft comprehensive reports of findings and conclusions. Selective Certification Requirement: One (1) year of experience which involved planning and conducting a program to disseminate information about the activities and plans of an organization to the public-at-large and which provided the following knowledge and abilities: Knowledge of: 1) Various Media available for information dissemination and their requirements; 2) Federal and State laws relating to the Freedom of Information Act; 3) Public Relations Protocol; and the Ability to: 1) Plan, develop, organize, and coordinate a public information program for a large department; 2) Use judgement in the development of and implementation of information presentation strategies; 3) Speak effectively, both impromptu and from prepared speeches; 4) Write and edit speeches and write clear and concise news releases; 5) Evaluate the style, manner of presentation, and the effect of prepared materials in terms of their public information value; and 6) Interact effectively with others. Substitutions Allowed: Relevant substitutions as described in the Minimum Qualification Requirements may apply. The information provided above represents a summary of the complete Minimum Qualification Requirements (MQRs). To view the MQRs in their entirety, please CLICK HERE . 02004:071624:13:RSK Other Information The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-0936 for assistance. PUBLIC SERVICE LOAN FORGIVENESS (PSLF) PROGRAM The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: ELECTRONIC NOTIFICATION TO APPLICANTS The Department of Human Resources Development (HRD) will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your email-box in a timely manner. In addition, please be aware that you may no longer receive notification about applications submitted if you choose to disable the Job Application Emails feature in your Account Settings. TESTING INFORMATION The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held. In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing is a requirement, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this required phase of the selection process. Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of application. CLICK HERE for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review. YOUR JOB BENEFITS WITH THE STATE OF HAWAI'I The State of Hawaii offers its employees who are members of the civil service a range of benefits. Some benefits are offered as a result of collective bargaining agreements and changes may occur. A summary of these benefits, which is based on full-time employment, is listed below. Note: Benefits for NON-CIVIL SERVICE appointments will be provided by the hiring department at the time of interview. With Civil Service modernization, effective July 1, 2002, employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. As a temporary member of the civil service, you will be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to members of the civil service, with the exception of return rights and placement rights associated with a reduction-in-force of a permanent member of the civil service. Paid Holidays You may be eligible for 13 paid holidays each year; 14 holidays during an election year. Paid Vacation You may earn vacation leave at a rate that other employers find tough to match - 21 days each full year from the FIRST year of employment. This compares to an average of 10 days offered by private companies. You may accumulate up to a total of 90 days (720 hours) of vacation. Paid Sick Leave You may earn sick leave at the same rate as vacation - 21 days per year from the FIRST year, and there is no limit on the amount you can accumulate. Expectant mothers may also use sick leave for pre-natal or post-natal check-ups or any illness related to pregnancy. Plus, unused accumulated sick leave may eventually be used to increase your retirement benefits in certain situations. 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 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 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 employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for 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 employees a voluntary pre-tax retirement savings plan designed to give employees a tax break today and an opportunity to build a retirement nest egg through voluntary payroll deductions. Several types of investment options are available. Temporary Disability Insurance Qualified employees may be eligible to receive benefits 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 employee's social security account. Promotions & Transfers For employees with membership in the civil service, the State offers promotion and transfer opportunities throughout the State Executive Branch. Training & Continuing Education The State supports developmental activities related to an employee's work. In many departments there are numerous in-service training opportunities available. Sabbatical leaves with pay are available for qualified employees. Travel Expenses The State may pay for certain business related travel expenses including mileage reimbursement for use of a personal car during work, airfare, meals and lodging expenses for trips to neighbor islands or out of state. Incentive & Service Awards The State has a program that recognizes employees for their years of service and provides cash awards for their superior accomplishments and other contributions that improve State operations. Union & Collective Bargaining Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee's job is excluded from collective bargaining. 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). Please refer to the appropriate collective bargaining agreement or executive order and all applicable laws, rules, policies, or plan documents for further details. 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. CLICK HERE for more information on the State of Hawaii's Benefits At-A-Glance. The State of Hawaii is an Equal Opportunity Employer Revised 01/13 01 RECRUITMENT SURVEY (MANDATORY) Completion of this survey is mandatory. You must select one option; multiple selections permitted. The information you provide will be used to improve our recruitment efforts. We appreciate your cooperation. What led you to explore career opportunities with the State of Hawaii? State Recruiting Office Job Announcement Posting (Visit to the State Recruiting Office or Workforce Development Office) Job Fairs Consolidated Theatres TheBus Shopping Mall Advertisements Print Advertisements Word of Mouth (State of Hawaii Employee, Speaker at a Presentation, School Counselor, etc.) Army Partnership for Youth Success (PaYS) SkillBridge Program LinkedIn Facebook, Twitter, Instagram, etc. Governmentjobs.com Internships Other 02 APPLICANT'S ACKNOWLEDGMENT - REQUIRED SUPPLEMENTAL QUESTIONS The responses you provide to these Supplemental Questions will be used in combination with your application to determine whether you meet the qualification requirements and/or your final score. Failure to provide detailed and complete information may result in your application being rejected or receiving a lower score. Please do not submit a resume in place of completing the Supplemental Questions. You must submit verification (e.g., copies of official transcripts or diploma as instructed below) in order to receive credit for education. In general, proof of education downloaded from and/or submitted through the internet will not be accepted. Education obtained outside the United States must be comparable to education earned at an accredited school in the United States. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript. To receive credit for substitute, temporary assignment, or volunteer experience, you must submit an official letter of verification. The letter should include the job title, employment dates, number of hours worked, a description of the duties performed, and a contact name and phone number. Any information you submit may be verified. Supporting documents must be either electronically attached to your application or submitted to our office at: State of Hawaii - Department of Human Resources Development - 235 South Beretania Street, 11th Floor - Honolulu, Hawaii 96813. I acknowledge that I have read, understand and agree to all of the above. 03 APPLICANT'S ACKNOWLEDGEMENT (Continued) Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. In general, concurrent experiences and/or education will not be double credited unless otherwise specified. Your possession of the required amount of experience will not in and of itself be accepted as proof of qualification for the position. The overall paid or unpaid experience must be of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of the position. Our calculation of experience will be based upon a full-time, 40-hour work week. Part-time experience will be pro-rated. Example: Twelve months of experience at 20 hours/week will be pro-rated to six months of experience. Also, hours worked in excess of 40 hours/week will not be extra credited. Example: Twelve months of experience at 60 hours/week will be credited as one year of experience, not one and a half years. I acknowledge that I have read, understand, and agree to all of the above. 04 APPLICANT'S ACKNOWLEDGMENT - MINIMUM QUALIFICATION REQUIREMENTS (Complete information and details) The information provided in the job announcement represents a summary of the complete Minimum Qualification Requirements. A live link to the complete Minimum Qualification Requirements was provided to me in the job announcement. I acknowledge that I have accessed and read the complete Minimum Qualification Requirements via the live link provided in the job announcement. 05 EDUCATION REQUIREMENT From the statements below, select the ONE statement that best describes your education and/or training. You must provide a copy of your OFFICIAL transcripts as verification by attaching it to your online application or by mailing it to our office at the address provided in question 1. When submitting documents, identify by job title and recruitment number. I have a bachelor's degree from an accredited college or university. I have four years of responsible administrative, professional or analytical work experience which demonstrated a high degree of analytical skill in writing clear and comprehensive reports and other documents; reading and interpreting complex written materials and solving complex problems logically and systematically. I do not possess any of the above. 06 GENERAL EXPERIENCE REQUIREMENT From the selections below, select the ONE option that best represents the number of years of experience you possess. No Experience. 6 months to less than 1 year of experience. 1 year to less than 1 1/2 years. 1 1/2 years or more of Experience. 07 If you answered "No Experience" to the question above, please indicate "N/A" below. If YES, identify each position which qualifies you for this recruitment and provide the following information: 1) The name of your employer; 2) Your position title; 3) The size of the organization and the organizational structure; 4) The job title(s) and number of employees you supervised (if applicable); and 5) The name and title of your immediate supervisor and a description of how your responsibilities and level of authority differed from that of your supervisor. 6) Describe your professional work experience in the following areas and provide descriptive examples of the work you performed which demonstrates your ability to: a. Write clear and comprehensive materials such as reports, analyses, proposals, recommendations and justifications for actions or articles suitable for publication; b. Read and interpret complex written materials such as Federal and State laws, rules, regulations and/or program guidelines; c. Resolve complex problems; d. Express oneself orally in a clear and persuasive manner in various situations; e. Establish and maintain cooperative working relationships; f. Prepare operational and activity reports. Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application and/or resume. If you choose to only submit a resume in lieu of answering each supplemental question completely, your resume must clearly demonstrate possession of the required experience with specific detail. Additionally, the overall experience must demonstrate sufficient scope and level of responsibility to conclusively demonstrate the ability to perform the duties of the position for which you applied. 08 SUBSTITUTION OF EDUCATION FOR GENERAL EXPERIENCE If you are utilizing an allowable substitution, please indicate which of the following you possess: You must provide a copy of your OFFICIAL transcripts as verification by attaching it to your online application or by mailing it to our office at the address provided in question 1. When submitting documents, identify by job title and recruitment number. I am not utilizing an allowable substitution for this recruitment. I possess a Master's degree from an accredited college or university with a major in Administration or Management. I possess a Ph.D. degree from an accredited college or university with a major in Administration or Management. 09 SPECIALIZED EXPERIENCE. Do you possess the Specialized Experience as stated in the Minimum Qualification Requirements (MQR's)? No Experience. Less than 3 years of Experience. 3 years or more of Experience. 10 If you answered "No Experience" to Question the question above, please indicate "N/A" below. If you possess the required experience, identify each position which qualifies you for this recruitment and provide the following information: 1) The name of your employer; 2) Your position title; 3) The size of the organization and the organizational structure; 4) The job title(s) and number of employees you supervised (if applicable); and 5) The name and title of your immediate supervisor and a description of how your responsibilities and authority differed from that of your supervisor. 6) For each employer listed in this section, provide descriptive examples of your professional work experience which involved the responsibility for planning and coordinating program activities and solving operational problems involving administrative processes and the relationships between programs which included: a) Conducting studies and analyses of programs, projects and services to assess effectiveness, adherence to program directives and achievement of goals and objectives, resources needs, cost and benefit factors, and other management concerns. b) Recommending alternative courses of action/solutions and their advantages and disadvantages; c) Developing logical recommendations for a course of action; and d) Interpreting complex material and drafting comprehensive reports of findings and conclusions. Include a description of your findings, recommendation(s), and the resulting change and impact the resulting solution had on the program. Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application and/or resume. If you choose to only submit a resume in lieu of answering each supplemental question completely, your resume must clearly demonstrate possession of the required experience with specific detail. Additionally, the overall experience must demonstrate sufficient scope and level of responsibility to conclusively demonstrate the ability to perform the duties of the position for which you applied. 11 SELECTIVE CERTIFICATION REQUIREMENT: Do you possess experience which involved planning and conducting a program to disseminate information about the activities and plans of an organization to the public-at-large and which provided the required knowledges and abilities as stated in the Job Posting under Select Certification Requirement? No Experience Less than 1 year of experience. 1 year or more of experience. 12 If you answered "No Experience" to Question the question above, please indicate "N/A" below. If you possess the required experience, identify each position which qualifies you for this recruitment and provide the following information: 1) The name of your employer; 2) Your position title; 3) The size of the organization and the organizational structure; 4) The job title(s) and number of employees you supervised (if applicable); and 5) The name and title of your immediate supervisor and a description of how your responsibilities and authority differed from that of your supervisor. 6) For each employer listed in this section, provide descriptive examples of your professional work experience which involved planning and conducting a program to disseminate information about the activities and plans of an organization to the public-at-large and which provided the following: a) Knowledge of various media available for information dissemination and their requirements; Federal and State laws relating to the Freedom of Information Act; and Public Relations Protocol; and b) The ability to plan, develop, organize, and coordinate a public information program for a large department; Use judgement in the development of and implementation of information presentation strategies; Speak effectively, both impromptu and from prepared speeches; Write and edit speeches and write clear and concise news releases; Evaluate the style, manner of presentation, and the effect of prepared materials in terms of their public iinformation value; and Interact effectively with others. Be specific and complete in your responses. To receive credit, the employer(s) and each position held must be identified in the experience section of your application and/or resume. If you choose to only submit a resume in lieu of answering ea Required Question
