Administrative Services Assistant - Ahrens Elementary

Hawaii State Department of Education; Hawaii; On-site; USD 66,000 - 81,000; Full time

Job summary

Hawaii State Department of Education is seeking an Administrative Services Assistant, SR-22, to support budget and program planning, fiscal management, and policy development. The role requires strong analytical writing skills and the ability to coordinate with multiple stakeholders across departments.

The position emphasizes ensuring accurate financial records, cost allocation, and compliance while serving as an EEO officer and supporting contract administration.

Qualifications

• Graduation from an accredited college or university with a baccalaureate degree.
• Excess work experience may be substituted for education on a year-for-year basis.
• Ability to write clearly and comprehensively reports and analyses; read and interpret complex material; perform research; and solve problems logically.

Responsibilities

• Coordinate preparation of budget and program plans with justifications.
• Maintain records of appropriations, expenditures, income and cost allocations.
• Develop and maintain internal fiscal policies and procedures.
• Oversee billing preparation and payment schedules.
• Coordinate personnel services and develop contracts for services.
• Serve as EEO officer.
• Conduct studies, analyze information and propose recommendations.
• Coordinate and oversee reports and grant applications.
• Conduct cost analyses and allocation studies.
• Draft proposed legislation, policies, rules and regulations.
• Serve as liaison between administrator and staff and with other agencies.
• Represent administrator at meetings, conferences or negotiations.
• May supervise clerical staff.

Skills

Budget planning

Data analysis

Written communication

Reading/comprehending complex material

Research

Policy & procedures

Interpersonal liaison

Education

Bachelor's degree

Job description

Salary Range:

All new external applicants will be placed on the initial step of the salary range. However, placement above the initial step of the salary range will be based on special characteristics and critical needs of the position, an applicant's exceptional qualifications, the availability of funds, and other relevant factors. Such appointments require prior approval. Hawaii State Department of Education employees will be placed on the salary range in accordance with Department regulations.

Administrative Services Assistant, SR-22:

$5,527.00 - $6,728.00 per month

1. Coordinates the preparation of budget and program plans and prepares appropriate justification;
2. Maintains records of appropriations, expenditures, income and cost allocations;
3. Develops, implements and maintains internal fiscal policies and procedures;
4. Oversees the preparation of billing and maintenance of payment schedule;
5. Coordinates personnel services and develops contracts for services;
6. Serves as EEO officer;
7. Conducts special studies including defining the problem, conducting background research and other fact finding, analyzing the information, preparing alternatives and making recommendations;
8. Coordinates and oversees the completion of reports and grant application requests;
9. Conducts cost analysis and allocation studies;
10. Drafts proposed legislation, policies, procedures, rules, and regulations;
11. Serves as liaison between administrator and staff;
12. Serves as liaison with other agencies and public and represents the administrator at meetings, conferences or negotiations; and
13. May provide staff services to an advisory or policy making board; may supervise clerical staff.

Education Requirement:

Graduation from an accredited college or university with a baccalaureate degree.

Excess work experience as described below in the experience section or any other progressively responsible administrative, professional or other analytical work experience which provided knowledge, skills and abilities comparable to those acquired in 4 years of successful study while fulfilling a prescribed college curriculum leading to a baccalaureate degree may be substituted for the required education on a year-for-year basis.

The education or experience background must have demonstrated the ability to write clearly and comprehensively materials such as reports and analyses; read and interpret complex written material; perform research; and solve complex problems logically and systematically.

General Experience Requirement:

Two and one-half (2-1/2) years of progressively responsible professional analytical work experience which demonstrated the ability to perform administrative assignments such as budget formulation and justification, fiscal operations and/or personnel administration or experience which involves the analysis of programs and services to determine their effectiveness, achievement of program objectives, staffing, cost factors, and to participate in planning for future needs or for related management purposes.

The experience must have demonstrated the ability to identify information needs, collect and analyze data, identify alternatives and their advantages and disadvantages, develop logical recommendations for a course of action, read and comprehend complex material such as State statutes and/or federal regulations, exercise a high degree of judgment in applying and interpreting rules, regulations, policies and procedures and draft comprehensive reports of findings and recommendations.

For the Administrative Services Assistant level, at least one (1) year of the experience must have been at the fully competent, independent professional worker in a position involving budget/program evaluation, planning, management/organizational analysis or personnel administration. Experience as an independent worker in such programs is characterized by the performance of a variety of moderately difficult work assignments involving extensive analysis and the application of management principles in one or more areas of administration. Persons in direct services programs may be accepted if there is evidence of continuing responsibility for analytical work as described above (viz, as a staff assistant responsible for analyzing the assigned program area and recommending improvements in operations or as a supervisor whose work included evaluation and monitoring the progress of the assigned program area or function and preparing reports of progress and plans for the assigned work or function).

License Requirement:

Incumbents of positions in this class are required to travel to meetings and other events in areas in which public transportation is not available. Therefore, applicants must possess a current valid passenger-type motor vehicle operator's license to drive in the State of Hawaii.

Non-Qualifying Experience:

Clerical or paraprofessional (technical work performed in support of professional practitioners) work although such work may have been done in budget or program evaluation area is not qualifying.

Substitutions Allowed:

1. Satisfactory completion of all academic requirements for a master's degree in business or public administration or a related field which provided knowledge of principles and techniques of management and administration with emphasis in the application of research and analytical methods and techniques may be substituted for one year of the general experience required. This substitution may not be considered to substitute for the requirement that one year of the experience be at the fully competent level.

2. Satisfactory completion of all academic requirements for a Ph.D. degree from an accredited college or university in business or public administration may be substituted for all of the required experience.

Quality of Experience:

Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered.

Salary:

The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements:

Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment:

1. A copy of the applicant’s TA History Report or equivalent system-generated report;
2. A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
3. Copies of the applicant’s signed SF-10 Forms.

Information about Temporary Positions:

Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities.

A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.