ADMINISTRATIVE ASSISTANT II - OAHU

State of Hawaiʻi; Hawaii; On-site; USD 45,000 - 57,000; Full time

Job summary

The State of Hawaiʻi is seeking Administrative Assistant II positions that perform secretarial duties and assist a program manager with clerical tasks. Roles include coordinating workflow, supporting budgeting, and maintaining relations with internal and external contacts.

Responsibilities include acting as secretary to a manager, handling complex clerical work, and potentially supervising staff. Some vacancies may be temporary with civil service eligibility after probation, with related

Qualifications

• General Clerical Experience: SIX (6) months of work experience which involved knowledge of English grammar, spelling and arithmetic; ability to read and understand oral and written instructions and speak and write simply and directly.
• Specialized Clerical Experience: TWO (2) YEARS of progressively responsible typing and/or substantive clerical work with knowledge of office appliances and ability to carry out procedures in clerical work systems and to perform secretarial tasks.
• Keyboarding/Computer Skill: Some positions require keyboarding to 40 net words per minute with or without accommodation.
• Shorthand/Dictation Skill: Some positions require the ability to take and transcribe dictation at 80 net words per minute.
• License: A valid driver's license is required for some positions.
• Lift and Carry: Some positions require the ability to lift and carry objects of varying weights.
• Federal Criminal History Records Check: Pre-employment fingerprint-based check is required for positions with security access.
• Substitutions Allowed: Substitutions described in the Minimum Qualification Requirements apply.

Responsibilities

• 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 is involved in planning, programming, and budgeting, in addition to work direction and coordination, plus liaison and public relations.
• 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 highly complex clerical work.

Skills

Typing 40 wpm

Shorthand 80 wpm

Driver's license

Attention to detail

Job description

Salary: $4,054 to $5,133 per month (SR-14, Step C to I)

Note: Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors.

As some vacancies may be for temporary employment, employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. Once you become a member of the civil service, you become eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to an employee in a permanent position with the exception of return rights and placement rights associated with a reduction-in-force.

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.

Minimum Qualification Requirements

To qualify, you must meet all of the following requirements:

Legal Authorization To Work Requirement

The State of Hawaii requires 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.

Administrative Assistant II

• General Clerical Experience: 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 Clerical Experience: TWO (2) YEARS of progressively responsible typing and/or substantive clerical work which demonstrated possession of, in addition to the knowledge and abilities noted under General Clerical Experience above, knowledge of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks as described in the Minimum Qualification Requirements.
• Keyboarding/Computer Skill: Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications. These positions require the ability to keyboard/type 40 net words per minute, with or without reasonable accommodation. Some of the immediate vacancies have this requirement.
• Shorthand/Dictation Skill: Some positions required the ability to take and transcribe dictation accurately at 80 net words per minute, with or without reasonable accommodation.
• License: A valid driver's license is required for some positions. For those positions, a valid driver's license is required at the time of appointment.
• Lift and Carry: Some positions require the ability to lift and carry objects of varying weights with or without reasonable accommodation.
• Federal Criminal History Records Check: In accordance with Federal regulations, persons who are being considered for employment in positions which require unescorted access to secured areas at the airport, must undergo a pre-employment fingerprint-based criminal history record check. In order to be granted the Security Identification Display Area (SIDA) clearance, prospective employees must not have been convicted, or found "not guilty by reason of insanity," of a disqualifying criminal offense within 10 years from the date of the application. Upon recommendation for hire, prospective employees will be required to successfully undergo the fingerprint-based criminal history record check and be found free of disqualifying convictions during the preceding ten years. The cost for the records check will be the applicant's responsibility.
• Substitutions Allowed: Relevant substitutions as described in the Minimum Qualification Requirements, will apply.

The information provided above represents a summary of the complete Minimum Qualification Requirements. To view the Requirements in their entirety, please CLICK HERE .

Other Information

The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-1111 for assistance.

PUBLIC SERVICE LOAN FORGIVENESS (PSLF) PROGRAM

The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: Public Service Loan Forgiveness | Federal Student Aid

ELECTRONIC NOTIFICATION TO APPLICANTS

The Department of Human Resources Development (HRD) will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs.

Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your email-box in a timely manner. In addition, please be aware that you may no longer receive notification about applications submitted if you choose to disable the Job Application Emails feature in your Account Settings.

TESTING INFORMATION

The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held.

In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing is a requirement, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this required phase of the selection process.

Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of application.

CLICK HERE for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review.