Administrative Assistant I, II

State of Hawaiʻi; Hawaii; On-site; USD 45,000 - 62,000; Full time

Job summary

The State of Hawaii, Department of Health, MAUI location, seeks an Administrative Assistant I/II to deliver high-quality secretarial support for a program manager and an array of clerical services. The role may involve supervising on a small scale and assisting with budgeting and coordination to ensure smooth operations.

Minimum experience includes basic typing and office procedures; higher levels require more extensive secretarial tasks and familiarity with common office equipment.

Qualifications

• 6 months of work experience showing English grammar, spelling, arithmetic; ability to read and follow instructions.
• Specialized experience requires progressively responsible clerical work and secretarial tasks with office equipment and file management.
• Substitutions allow high school graduation or related coursework to replace experience.

Responsibilities

• Provide secretarial services and minor administrative support for a program manager.
• Perform clerical tasks, coordinate workflow, and liaise with internal and external parties.

Skills

Typing

Clerical work

Office procedures

Communication

Education

High school diploma

Tools

Word processing

Spreadsheets

Databases

Job description

Recruitment Information

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.

Duties Summary

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.

Minimum Qualification Requirements

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.

Other Information

Recruitment deadline is continuous.