Administrative Assistant I, II

State of Hawaii; South Carolina; On-site; USD 42,000 - 57,000; Full time

Job summary

The State of Hawaii, Department of Health, is recruiting for Administrative Assistant I/II positions located on Maui. The roles perform secretarial services and related clerical duties to support a program manager within a complex organization.

Two levels exist: Level I with less experience and Level II for more extensive clerical responsibilities; both require disciplined attention to document accuracy and workflow control.

Qualifications

• Six (6) months of work experience demonstrating knowledge of English grammar, spelling and arithmetic.
• Specialized experience: Level I requires one year of typing and/or substantive clerical work.
• Level II requires two years of typing and/or substantive clerical work.
• Substitution rules allow HS diploma for General Experience and other substitutions as described.

Responsibilities

• Provide secretarial services for a program manager and coordinate clerical tasks.
• May supervise and perform complex clerical work as required.
• Support planning, programming, budgeting and liaison activities as designated.

Skills

English grammar

Spelling

Arithmetic

Clerical tasks

Communication skills

Education

High school diploma or equivalent

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.