Administrative Assistant II

County of Kauai; United States; On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

Vacation leave: 21 days

Sick leave: 21 days

13 holidays (14 in election year)

Free medical for family

Retirement benefits after 10 years

Job summary

County of Kaua'i Administrative Assistant II performs the full range of administrative support functions for top-level management and county departments or provides a variety of difficult and responsible administrative services for an executive in the Office of the Mayor; and performs other related duties as required.

Minimum Qualifications include a high school diploma and 4 ½ years of clerical/secretarial experience; valid Hawaii driver’s license; duties also include budgeting support,

Qualifications

• A combination of education and experience substantially equivalent to graduation from high school; and four and one half (4 ½) years of substantive clerical and secretarial work experience.
• Experience providing administrative support to executives and handling routine correspondence.
• Proficiency with common office software (word processing, spreadsheets, databases).
• Possession of a valid motor vehicle operator's license (Hawaii type 3 or equivalent).

Responsibilities

• Organizes and coordinates matters that require top-level or executive attention.
• Prepares letters, reports, and other materials; maintains confidential files.
• Schedules meetings and makes travel arrangements; screens calls and handles inquiries.
• Assists in the development and implementation of special projects and department programs.

Skills

Clerical experience

Executive support

Communication

Attention to detail

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Databases

Job description

ARE YOU A CURRENT COUNTY OF KAUA'I EMPLOYEE? IF YES, DO NOT APPLY HERE! IF YOU APPLY ON THIS WEBSITE YOUR APPLICATION WILL NOT BE ACCEPTED. This posting is for External Candidates only. Current County of Kaua'i employees, must apply on the Internal Career Site by clicking on this link.

Job Title: Administrative Assistant II

Salary Range: N/A

Position Salary: 4,742.00 USD Monthly

Location: Department of Public Works Solid Waste - Adm

Civil Service or Non Civil Service: Civil Service

Job Summary: Performs the full range of administrative support functions for top-level management and County departments or provides a variety of difficult and responsible administrative services for an executive in the Office of the Mayor; and performs other related duties as required.

Level II: Provides administrative services within an agency or department with a varied nature and scope of programs. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position.) Organizes and coordinates matters that require top-level or executive attention; Provides administrative support to higher level management on special projects, involving gathering and compiling information or data of a special nature; Coordinates and tracks assignments delegated to staff and other departments/agencies and monitors progress; Searches files and assembles background materials and information for executive action or decision; Prepares and maintains spreadsheets and produces reports on technical information; Summarizes and briefs materials; Provides information to the public or others based upon the knowledge of departmental functions, organization, regulations and the top-level manager or executive’s thinking and attitude; Assists in the preparation of the annual budget; Prepares letters, reports, and other materials; Provides staff support to committees and task forces, and may take, prepare and distribute minutes of official meetings or conferences; Screens and reviews incoming mail and answers routine correspondence; Composes letters, memoranda, or reports from general, oral, and written instructions; Screens callers and visitors; Responds to inquiries and routine correspondence; Receives and handles complaints or inquires and refers them to the appropriate individuals for resolution; Makes appointments for top-level managers or executives; Makes confidential contacts; Arranges dates, times, and places for meetings and notifies those who are to attend; Answers the telephone and routes calls or relays messages; Maintains files of confidential correspondence, reports, minutes, and other materials; Provides administrative support tasks for other staff members; Assists with the development and implementation of special projects as needed; May liaise with community members and public officials in support of programs; May supervise and assign the work of subordinates; May keep records of expenditures; and Performs other related duties as required.

Minimum Qualifications: Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and four and one half (4 ½) years of substantive clerical and secretarial work experience. Qualifying Substantive Clerical And Secretarial Work Experience: Progressively responsible typing, and/or substantive clerical work which demonstrated possession of knowledge in the use 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.; use computers and software applications (e.g., word processing, spreadsheet, databases, etc.); providing personal assistance to an administrator or executive by attending to the administrative details of an office; having an overall awareness of the activities and administrative framework of a program/organization; and ability to exercise sound judgment in office administrative matters.

License Requirement: Possession of a valid motor vehicle operator's license (Hawaii type 3 or equivalent).

Work Shift/ Schedule: Monday-Friday (United States of America).

Equal Opportunity Employer It is the policy of the County of Kaua‘i that there shall be no discrimination in employment pursuant to Title VII of the Civil Rights Act of 1964 as amended, the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 as amended, and the Hawaii Revised Statutes Chapters 368 and 378. Except for bona fide occupational or other legal requirements, no individual employed by the County, or applying for employment with the County, shall be subjected to discrimination on the basis of race, sex, sexual orientation, age, religion, color, ancestry, national origin, disability, marital status, pregnancy or reproductive health decisions, arrest and court record, assignment of child support, national guard participation, Veteran status, credit history, domestic/sexual violence victim status, or any other basis covered by state or federal laws governing non-discrimination.

Join our Team of over 1,300 employees on the island of Kaua’i and start building a better tomorrow for you, your family and the Kaua’i community!

I’ve submitted my application, what happens next? For civil service positions, applicants will be evaluated based on the content of their applications and depending on the position, may require additional assessments such as a written examination, performance examination or evidence of a valid driver’s license before being placed on an eligible list for that class of work. Depending on your ranking on the eligible list, you may be invited to participate in the remainder of the selection process. For non-civil service positions, applicants do not need to meet minimum qualification requirements. Oral Interviews are conducted with a panel of interviewers and if you are selected for an interview you will be contacted by the hiring department. Employment references will be conducted for the final applicant. After offer, depending on the position, other requirements such as criminal background check, physical examination, and drug testing may be required.

What is an eligible list? Applicants for civil service positions who meets the minimum qualification requirements are placed on an eligible list which will be used by departments to fill a vacant position for that class of work. An applicant will remain on an eligible list for 6 months.

What is the difference between a civil service and non-civil service position? A civil service position must be filled through the merit system whereby applicants must be qualified to fill a position. Becoming a civil service employee provides an individual with various rights not afforded to non-civil service employees.

For more information about civil service recruitment, visit our website: Employment Opportunities - Kauai County, HI Hiring for a non-civil service position is usually processed by the hiring department. There are no minimum qualification requirements and your employment is considered "at will" which means that you may be discharged by the hiring department at any time.

Do you allow substitutions for minimum qualification requirements (education for experience or experience for education)? Yes we do! For more information about allowed substitutions for a specific position, visit Class Specifications and search the specific job description that you are interested in.

What benefits does the County of Kaua’i offer? The County of Kaua’i offers generous leave time that employees start earning as soon as you are hired!

• 21 days of vacation leave
• 21 days of sick leave
• 13 paid holidays (14 in an election year)
• FREE medical for your entire family!
• Vested retirement benefits after 10 years of service!
• And much more!

For more information about benefits, visit our website: Benefits of Becoming a County of Kaua‘i Employee

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