Job description

GENERAL PURPOSE OF POSITION

The Beneficiary Services Agent (“BSA”) under the direction of the Beneficiary Services Manager is responsible for knowing, understanding, applying, analyzing, evaluating and creating processes that collect, process, disseminate and manage information exchanges to enable beneficiary services and resourcing. BSAs also work with all OHA functions that operate out of the worksite and provide direct beneficiary services as programmed by OHA and/or assists beneficiaries in navigating through available community based services and resources. Neighbor Island BSAs also manage the OHA work site for OHA and beneficiary use, including but not limited to, coordinating daily operating staffing responsibilities of the work site with other OHA employees; communication and coordination with the 3rd party lessor and OHA centralized operations; and coordinated access to and use by beneficiaries and Native Hawaiian organizations. Beneficiary and community concerns and resolutions escalate to the Beneficiary Services Manager, the Director, Communications Division and the Chief Executive Officer (“CEO”).

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Beneficiary Services

a. Receives, collects, validates, and processes beneficiary collected information into established data system(s), determines eligibility (based on program parameters) and preliminarily recommends beneficiary aid award for OHA established direct service program(s).

b. Assists with Hawaiian Registry program activities at the respective work sites, including collection of documents, data verification and management of beneficiary data and related communication and interfaces with the beneficiary and Hawaiian Registry database.

c. Assists with genealogy, land and related research activities at the respective work sites including collection of documents, data verification and management of beneficiary data and related communication and interfaces, as directed.

d. Coordinates, monitors, and participates in community-based beneficiary activities, including grantee monitoring activities and OHA sponsored events and activities.

e. Intakes, processes, refers and/or distributes information to internal and external stakeholders, including notifying appropriate OHA personnel of intake priority and escalations as needed.

f. Establishes and maintains community and other networks for disseminating information and encourages support and participation in community coalition building and advocacy in collaboration with other OHA operating units.

g. Builds and strengthens and collaborates and participates in community network (e.g., professional associations, Hawaiian serving agencies and organizations, community associations) to promote and strengthen beneficiary and community coalition building and advocacy.

h. Collects pro-offered beneficiary and community provided data and escalates internally to further analyze and provide preliminarily reviews and evaluates and analyze recommendations on recommendations.

2. Communications

a. Monitors Board of Trustees meetings, community meetings, county and/or state meetings as well as other meetings as directed, providing post meeting insight and recommendations as needed.

b. Shares beneficiary and community organization activities (e.g., on e-mail lists, newsletter, annual reports) through established processes.

c. Attends and represents OHA at external meetings in collaboration with other OHA staff members as needed and as directed.

d. Communicates with the Beneficiary Services Manager, the Director, Communications Division, and/or the CEO on matters of planning or policymaking as related to OHA beneficiary impacts.

3. Work Site Management – Neighbor Island

a. Manages the OHA work site, including operating hours, scheduling and availability of the work site for OHA business (e.g., office hours, public and beneficiary access and use, community meetings, Board or Committee meetings, on-island Trustee support).

b. Maintains inventory of all work site materials, supplies and equipment.

c. Functions as the point of contact for the work site for all OHA business related needs, including working with OHA facilities, operations, information technology, human resources, commercial property functions.

d. Supports the OHA business needs of on-Island Trustee, visiting Trustees and/or Administration staff as needed.

4. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the Beneficiary Services Manager, the Director, Communications Division, and/or the CEO.

5. Regular attendance on a daily basis is required for this position.

OTHER DUTIES / RESPONSIBILITIES

Performs other duties as assigned by the Beneficiary Services Manager, the Director, Communications Division, and/or the CEO.

MINIMUM QUALIFICATIONS

Education, Training and/or Experience

1. High school diploma is required; Associate’s Degree or Bachelor’s Degree from an accredited institution of higher learning is preferred.

2. Five (5) years progressively responsible work experience in a community organization which involved the gathering and disseminating of information and related materials on a wide variety of social, cultural, historical and other similar topics; and working with individuals (e.g., clients, constituents, beneficiaries, customers) Seven (7) years of related experience is preferred.

3. Two (2) years of experience with working with established data system(s), including data entry, document and data validation, running reports, making needed correction, applying programmatic criteria, making preliminary program decisions, executing in system tasks, etc.

Knowledge, Skills and Abilities

1. Must have working knowledge of:

• The operation and operational maintenance of various office appliances and equipment, including office duplicating, copying and fax machines, and computers
• Working with established data system(s), including data entry, document and data validation, running reports, making needed correction, applying programmatic criteria, making preliminary program decisions, executing in system tasks
• Hawaiian community and related issues and concerns
• Hawaiian culture and customs
• Organizations, groups and associations interested in working with and/or servicing Hawaiians
• Government and legislative framework

2. Must have demonstrated skills or ability to:

• Knowledge of Hawaiian protocol and customs
• Travel to off-site locations to assist with various outreach activities
• Interact with people from various parts of the community and from different cultural backgrounds
• Network and partner with other organizations
• Communicate both orally and in writing
• Deal tactfully with others
• Be self-directed, self-motivated
• Provide service and assistance to customers in an efficient and effective manner
• Critically analyze situations and make sound recommendations
• Focus on the objectives of the organization, deal objectively, and maintain composure in situations involving emotional discussions or other interpersonal conflicts.
• Use Microsoft Word, Excel and PowerPoint
• Possess a valid driver’s license.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

This position will be filled by an emergency hire employee. Candidates should be aware that while the recruitment process is typically less rigorous for an emergency hire candidate, emergency hire employees are not eligible for any of the Employment Benefits listed on oha.org/jobs.

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

Or via email by responding to this posting

An Equal Opportunity Employer

Job Types: Full-time, Temporary

Shift:

• 8 hour shift

Work Location: One location

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