Administrative Assistant I, II

State of Hawai'i; Hawaii; On-site; USD 42,000 - 57,000; Full time

Job summary

The State of Hawaii, Department of Health, is seeking Administrative Assistants I–II to support a program manager on the island of Maui. Responsibilities include secretarial tasks, filing, travel arrangements, and basic clerical duties to ensure smooth workflow and coordination.

General experience requirements cover English grammar and arithmetic, with higher levels requiring progressively more extensive clerical work. Substitution rules permit high school diplomas to cover General Experience.

Qualifications

• 6 months general experience involving English grammar, spelling and arithmetic; ability to read and understand instructions, and to read and write simply and directly.
• Level I: 1 year of progressively responsible typing and/or clerical work including secretarial tasks.
• Level II: 2 years of progressively responsible typing/clerical work with similar duties.
• Substitution: high school diploma may substitute for General Experience.

Responsibilities

• Perform secretarial services as a primary work assignment for a program manager.
• Assist with minor administrative, clerical and related services.
• Supervise and participate in performing complex clerical work as required.
• Provide liaison and public relations support as needed.

Skills

Typing

Secretarial tasks

Clerical work

Office coordination

Education

High school diploma

Business/technical school certificate

Tools

Word processing

Spreadsheets

Databases

Job description

This posting is for the State of Hawaii, Department of Health

The position is located on the Island of MAUI

Salary: Level I $3,748 - $4,742 per month (SR-12, Step C to I)

Level II $4,054 - $5,133 per month (SR-14, Step C to I)

The State Recruiting Office will refer all inquiries regarding this civil service recruitment to the Department of Health.

These positions perform secretarial services as a primary work assignment, along with minor administrative, clerical and related services for a program manager. The program manager served is at a level in the State's hierarchy which requires that he/she be substantially involved in planning, programming, and budgeting, in addition to work direction and coordination, as well as appropriate liaison and public relations.

An Administrative Assistant speaks and acts for the manager or administrator served in those matters delegated in order to facilitate workflow, coordination and management controls, and relationships with others both within and outside the organization.

The Administrative Assistant I serve as a secretary to a manager of a program and organization of modest complexity; may supervise and participate in performing complex clerical work; and performs other duties as required.

The Administrative Assistant II serves as a secretary to the manager of a program and organization of considerable scope and complexity; may supervise and participate in performing highly complex clerical work; and performs other related duties as assigned.

GENERAL EXPERIENCE REQUIREMENT:

(Level I-IV) Six (6) months of work experience which involved performing tasks which demonstrated knowledge of English grammar, spelling and arithmetic; and the ability to read and understand oral and written instructions and speak and write simply and directly.

SPECIALIZED EXPERIENCE REQUIREMENT:

• (Level I): One (1) year *Progressively responsible typing, and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc., and use computers and software applications (e.g., word processing, spreadsheet, databases, etc.).
• (Level II): Two (2) years *Progressively responsible typing, and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Experience, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc., and use computers and software applications (e.g., word processing, spreadsheet, databases, etc.).

SUBSTITUTION ALLOWED:

• Graduation from high school or equivalent may be substituted for the General Experience.

• Excess Specialized Experience may be substituted for General Experience.
• Successful completion of a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Specialized Experience, as noted by the single asterisk (*), on the basis of fifteen (15) semester credits of satisfactorily completed course work for six (6) months of Specialized Experience, up to a maximum of one (1) year.
• Education in a baccalaureate program at an accredited college or university may be substituted for Specialized Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of one (1) year.
• Graduation from high school or equivalent may be substituted for the General Experience.
• Excess Specialized Experience may be substituted for General Experience.
• Successful completion of a substantially full-time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Specialized Experience, as noted by the single asterisk (*), on the basis of fifteen (15) semester credits of satisfactorily completed course work for six (6) months of Specialized Experience, up to a maximum of one (1) year.
• Education in a baccalaureate program at an accredited college or university may be substituted for Specialized Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of one (1) year.

Who May Apply

LEGAL AUTHORIZATION TO WORK REQUIREMENT:

The State of Hawaii requires that 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.

Application packet at: https://health.hawaii.gov/employment/job-opportunities/

Recruitment deadline is continuous.