ADMINISTRATIVE ASSISTANT III - OAHU

State of Hawaii; Hawaii; On-site; USD 48,970 - 61,993; Full time

Job summary

The State of Hawaii is looking for an Administrative Assistant to support managers with various clerical and administrative duties. Ideal candidates will have significant experience in clerical work and demonstrate proficiency with office technology.

The position entails responsibilities like managing correspondence, organizing files, and serving as a point of contact for inquiries. Applicants must have strong communication skills and the ability to type 40 words per minute. A valid driver's license may be required for certain roles.

Qualifications

• Six months of general clerical experience required.
• Two years of specialized clerical experience preferred.
• Ability to type and transcribe dictation.

Responsibilities

• Provide administrative support to managers.
• Maintain filing systems and arrange travel.
• Serve as a receptionist for telephone and in-person inquiries.

Skills

Knowledge of English grammar

Typing speed of 40 net words per minute

Ability to carry out clerical procedures

Tools

Word processing software

Spreadsheet software

Database software

Job description

Recruitment Information

Recruitment Number 24-0314

Salary: $4,388 to $5,555 per month (SR-16, Step C to I)

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

This recruitment will be used to establish a list of qualified candidates to fill any current permanent full‑time and temporary full‑time vacancies, and may be used to fill future vacancies as they occur.

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.

Duties Summary

An Administrative Assistant serves as a trusted personal assistant requiring 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

Legal Authorization to Work Requirement: The State of Hawaii requires all persons seeking employment with the government of the State to be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States.

General Clerical Experience: Six (6) months of work experience involving tasks that demonstrate 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:

• A. Two (2) years of progressively responsible typing and/or substantive clerical work demonstrating 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; and using computers and software applications (e.g., word processing, spreadsheet, databases, etc.).
• B. One (1) additional year of progressively responsible typing and/or substantive clerical work experience, demonstrating the ability to perform secretarial duties including, but not limited to: 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 exercising sound judgment.

Substitutions Allowable: Relevant substitutions as described in the Minimum Qualification Requirements will be applied.

Driver's License: Some positions require possession of a valid driver's license at the time of appointment.

Special Requirements: Some positions require the ability to lift and carry items of various weights with or without reasonable accommodation.

Skill: Certain positions require the ability to type 40 net words per minute and/or take and transcribe dictation at 80 words per minute. Applicants who do not possess these skills will be considered only for positions not requiring the above rates.

The information provided above represents a summary of the complete Minimum Qualification Requirements. To view the Requirements in their entirety, refer to the full Minimum Qualification Requirements.

Other Information

The State of Hawaiʻi complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations, please call 808‑587‑1111.

Testing information: The examination will be conducted on an assembled basis where the score is based on an evaluation and rating of your education and experience. It is important that your 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; if so, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person at their own expense.

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.