Administrative Assistant

State-of-Hawai; Hawaii; On-site; USD 40,000 - 46,000; Full time

Benefits offered by this job

Vacation and sick leave

13 paid holidays

Medical insurance

Job summary

The Legislative Reference Bureau, State of Hawaii, seeks an in-person Administrative Assistant in the Revision of Statutes Division on Oahu. Duties include formatting, compiling, proofreading, and pre-publication of Hawaii’s statutes and publications; assist with legislative requests for bill drafting and research documents during session.

The role requires high school diploma (associate degree preferred), two years of office experience, and proficiency in Microsoft Office.

Qualifications

• Must have at least a high school diploma; an associate degree or higher is highly desirable.
• At least two years of office experience and proficiency in Microsoft Office Suite; experience with Adobe, Canva, proofreading, and clerical procedures is desirable.
• Strong judgment, discretion, reliability, punctuality, integrity, and ability to complete tasks timely and efficiently.
• Excellent oral and written communication; ability to type at least 50 words per minute; proficiency with office equipment and related software.
• Be available to work flexible and unpredictable hours during the legislative session (January to May), including evenings and some holidays.

Responsibilities

• Assist Revision of Statutes Division staff with formatting, compilation, proofreading, and pre-publication of the Session Laws, Hawaii Revised Statutes, and other annual publications.
• Assist with clerical and secretarial duties, responding to inquiries from legislators, staff, agencies, vendors, and the public.
• During the legislative session, assist Research Division staff with preparing and dispatching requests for bill drafting and other documents; may require evenings/weekends and holidays.
• Maintain confidentiality of work product for legislators.
• Collaborate effectively with staff as part of a team on assigned projects.
• Complete time-sensitive projects in a professional and timely manner.
• Perform general office duties such as answering calls and handling office supplies, up to 25 lbs.

Skills

Attention to detail

Organizational skills

Multitasking

Written and verbal communication

Typing 50 wpm

Teamwork

Flexibility

Education

High school diploma

Associate degree or higher desirable

Tools

Microsoft Office Suite

Adobe

Canva

Job description

This posting is for the State of Hawaii, Legislative Reference Bureau.

The position is located on the Island of Oahu.

Salary: $ ($40,000-$46,000)

If you have any questions regarding this non-civil service exempt position, please contact Lisa Santos at [e-mail] (Monday - Friday, 7:45 a.m. - 4:30 p.m. (HST).

The State Recruiting Office will refer all inquiries regarding this exempt position to the Legislative Reference Bureau.

DUTIES SUMMARY

ADMINISTRATIVE ASSISTANT

LEGISLATIVE REFERENCE BUREAU

(Revision of Statutes Division)

FULL TIME/PERMANENT

About Us

The Legislative Reference Bureau (LRB) is a non-partisan legislative service agency that provides research, analysis, drafting, and technical support to Hawaii legislators, legislative committees, and in some cases, other government agencies and members of the public. Information about LRB may be found at https://lrb.hawaii.gov.

Position Description

The Revision of Statutes Division Administrative Assistant's primary duties will be to assist Revision of Statutes Division staff who annually compile and publish the Hawaii Revised Statutes, Session Laws of Hawaii, and other legislative reference documents.

At certain times during the legislative session (January - May) the Revision of Statutes Division Administrative Assistant will assist the Research Division staff with preparing and dispatching legislative requests for bill drafting and other legislative documents, research memoranda, research reports, and correspondence, as needed and as workload allows.

The division of work will be approximately 70/30 between the Revision of Statutes Division and the Research Division.

This position is "in-person," located at the Hawaii State Capitol. No relocation expenses will be covered.

Reports to

LRB Director, Assistant Director for Revision of Statutes, First Assistant Director, or Administrative Assistant Manager for Research

Essential Duties

1. Assisting Revision of Statutes Division staff with the formatting, compilation, proofreading, and pre-publication of the Session Laws of Hawaii, Hawaii Revised Statutes, and other annual legislative publications;
2. Assisting Revision of Statutes Division staff with other clerical and secretarial duties, including responding to inquiries from legislators, legislative staff, other government agencies, vendors, and the general public;
3. During the legislative session (January - May), assisting Research Division staff and the Administrative Assistant Manager for Research with preparing and dispatching legislative requests for bill drafting and other legislative documents, research memoranda, research reports, correspondence, and other documents. During the legislative session (January - May), the Administrative Assistant may be asked to work an unpredictable flexible schedule that may include some evenings and weekends, and some state and federal holidays;
4. Maintaining confidentiality of work product prepared for members of the legislature;
5. Working effectively with other staff as part of a team on any assigned project;
6. Completing time-sensitive projects in a professional and timely manner; and
7. Performing general office duties, as needed, such as answering telephone calls, lifting and storing office supplies (up to 25 lbs.), and other duties as assigned by the LRB Director, Assistant Director for Revision of Statutes, First Assistant Director, or Administrative Assistant Manager for Research.

Legal Authorization to Work Requirement

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.

Required Qualifications

1. Possess, at minimum, a high school diploma. An associate's degree or higher is highly desirable;
2. Have at least two years of office experience and proficiency in Microsoft Office Suite. Experience and proficiency in Adobe, Canva, and other commonly used office- and graphic design-related software, proofreading, and general clerical procedures are highly desirable. A successful candidate must be comfortable working with large amounts of physical, printed documents and electronic text documents;
3. Demonstrate good judgment, discretion, reliability, punctuality, integrity, and the ability to complete assigned tasks in a timely and efficient manner. A successful candidate shall also possess the ability to follow instructions and procedures, pay particular attention to accuracy and detail in work products, possess superlative organizational and multi-tasking abilities, and work as part of a team;
4. Possess excellent oral and written communication skills, including writing, grammar, and spelling. A candidate for Revision of Statutes Division Administrative Assistant should also be highly proficient in operating office-related electronic equipment and other software, as may be required, and the candidate should be able to type at least 50 words per minute; and
5. Be available to work flexible and unpredictable hours during the legislative session (January to May), which may include evenings, some weekends, and some state and federal holidays, to support agency needs.

Compensation and Benefits Include

• Salary commensurate with experience; range $40,000-$46,000 per year;
• Annual paid vacation and sick leave;
• Thirteen (13) paid holidays each year;
• Hawaii EUTF medical insurance benefits;
• Hawaii Employees' Retirement System retirement benefits; and
• Supportive, mission-driven work environment where your skills directly support the legislative process.

While this position is considered to be full-time permanent, 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.