ADMINISTRATIVE ASSISTANT II, III

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

Job summary

The State of Hawaii, Department of Health, is seeking an Administrative Assistant II/III level role located on Hawaii Island. The position emphasizes secretarial duties, organizational coordination, and liaison tasks to support a program manager within a large statewide program.

The role requires careful handling of confidential information and efficient clerical performance. Designated levels II/III involve complex clerical work, travel planning, file maintenance, and the use of standard office

Qualifications

• Two years of progressively responsible typing and/or clerical work demonstrating the ability to perform secretarial duties.
• Experience with office equipment and standard clerical procedures.
• Ability to provide personal assistance and maintain confidential relationships with managers.

Responsibilities

• Serve as secretary to the program manager for a statewide program or large organization.
• Coordinate workflow, assist with budgeting, and liaise with internal and external contacts.
• Perform highly clerical tasks, supervise staff when needed, and manage files and travel arrangements.

Skills

Typing

Clerical work

Secretarial tasks

Education

High school diploma

Tools

Word processing

Spreadsheet

Databases

Job description

Recruitment Information

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

Salary

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)

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 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 require 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.

Minimum Qualification Requirements

• 1.GeneralExperienceRequirement: (Level II-III) 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.
• 2.SpecializedExperienceRequirement:
• (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.).
• (Level III): 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.). 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.
• Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position.

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.