Administrative Services Assistant - Leeward District Administration

Hawaii State Department of Education; Waipahu (HI); On-site; USD 62,000 - 75,000; Full time

Job summary

Hawaii State Department of Education is seeking an Administrative Services Assistant, SR-22, to oversee budgeting, accounting, and administrative programs. The role requires in-depth analytical work, strong writing skills, and experience with fiscal policy and grant management.

The position emphasizes coordinating budget plans, maintaining financial records, and serving as liaison across departments. A bachelor’s degree is required; substitutions for related experience are allowed, with

Qualifications

• Bachelor’s degree required; substitutions allowed for relevant experience.
• Ability to write clearly and comprehensively reports and analyses; interpret complex material; conduct research; solve problems logically.

Responsibilities

• Coordinate preparation of budget and program plans with justification.
• Maintain records of appropriations, expenditures, income, and cost allocations.
• Develop and maintain internal fiscal policies and procedures.
• Oversee billing and payment schedules; coordinate personnel services and contracts.
• Serve as EEO officer and liaison between administrator and staff.
• Conduct studies and analyze information; prepare alternatives and recommendations.
• Oversee reports and grant applications; perform cost analyses and allocations.
• Draft proposed legislation, policies, rules, and regulations.

Skills

Analytical skills

Clear writing

Research ability

Problem solving

Education

Bachelor’s degree

Master’s degree

PhD

Tools

Budgeting tools

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

Responsibilities

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.