ADMINISTRATIVE ASSISTANT I, II, III

State of Hawaii; Hawaii; On-site; USD 41,827 - 61,993; Full time

Job summary

The State of Hawaii is hiring Administrative Assistants to perform secretarial and clerical services across various levels of complexity. The position is based in Oahu and requires knowledge in English grammar, typing skills, and proficiency with office software.

Successful candidates will assist program managers, facilitating workflow and coordination while managing routine communications. A high school diploma is necessary along with relevant experience.

Compensation for levels ranges from $3,748 to $5,555 per month, based on experience and qualifications.

Qualifications

• Six months of experience performing tasks that require knowledge of English grammar and spelling.
• One year of progressively responsible clerical work for Level I.
• Two years of clerical work experience for Level II and III.

Responsibilities

• Provide secretarial services as a primary assignment.
• Assist in planning and budgeting while coordinating workflow.
• Act as a trusted personal assistant for the manager.

Skills

Knowledge of English grammar

Typing skills

Proficient in office software

Organizational skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Recruitment Information

HOW TO APPLY: See Other Information Below

Please be advised that the hiring process for this position is part of the Department of Health's Hiring Innovation for Rapid Employment (HIRE) Pilot Project. The Pilot Project will defer the traditional screening of applications FOR MINIMUM QUALIFICATIONS until after a selection has been made. Therefore, the referral of an application to the hiring manager and the opportunity to interview for the position do not indicate that the applicant meets the minimum qualifications for the position, nor do they guarantee employment. If selected for the role, a comprehensive review of the application packet will occur to ensure that the minimum qualifications are met. If the selectee is deemed qualified, a conditional offer will be issued.

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

The position is located on the Island of Oahu.

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)

Level III $4,388 - $5,555 per month (SR-16, 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 serves 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.

An Administrative Assistant serves as a trusted personal assistant which requires a close and confidential relationship with the manager or administrator served; an overall awareness of the activities and administrative framework of the organization; and the performance of a variety of clerical and minor administrative duties which are auxiliary to the work of the manager or administrator served.

The Administrative Assistant III serves as a secretary to the manager of a statewide program or programs and an organization of substantial complexity and size or scope; and performs other related duties as assigned.

The Administrative Assistant IV serves as the Administrative Assistant to the manager of statewide programs and an organization of extensive complexity and size or scope; 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 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 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 III): Two (2) years progressively responsible typing, and/or substantive clerical work which demonstrated 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.). AND one (1) year, as noted, of progressively responsible typing and/or substantive clerical work experience, which demonstrated possession of the ability to perform secretarial duties including, but not limited to the following: 1) providing personal assistance to an administrator or executive by attending to the administrative details of an office; 2) having an overall awareness of the activities and administrative framework of a program/organization; and 3) ability to exercise sound judgment.

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.

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

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

Recruitment deadline is continuous.