ADMINISTRATIVE SPECIALIST II

City and County of Honolulu; Hawaii; On-site; USD 62,000 - 72,000; Full time

Benefits offered by this job

Excellent benefits

Generous leave (vacation/sick/holidays

Retirement plan

Job summary

City and County of Honolulu is seeking an Administrative Specialist to support the Division of Motor Vehicles. You will handle personnel administration, recruitment, budgeting and procurement, training, and operational reporting, working closely with division leadership to ensure tasks meet city policies and procedures.

Minimum qualifications include a bachelor’s degree or equivalent experience, three years in budget administration or HR/management analysis, and strong analytical, communication,

Qualifications

• Bachelor's degree in business or public administration or related field.
• Substitution: work experience may substitute for a bachelor’s degree on a year-for-year basis.
• Education must be completed by the time of application; foreign credential evaluation may be required.

Responsibilities

• Assist with developing the division’s budget requests.
• Review and process procurement documents, contracts, purchase orders, and related administrative transactions.
• Track expenditures and help ensure that funds are used in accordance with operating budget policies and procedures.
• Process paperwork and coordinate personnel and recruitment activities.
• Advise on personnel procedures and assist with labor relations.
• Coordinate employee training opportunities.

Skills

Budget administration

Personnel management

Organizational analysis

Analytical skills

Process improvement

Reporting

Education

Bachelor's degree in business/public administration

Job description

Position Information Driving Operational Excellence The City and County of Honolulu, Department of Customer Services , is seeking a skilled and adaptableAdministrative Specialist to support the Division of Motor Vehicles ‘ daily operations. This position serves as a key administrative resource for personnel administration, recruitment, budget and procurement activities, employee training, and operational reporting. You will work closely with the division’s leadership to ensure critical administrative functions are completed accurately, efficiently, and in compliance with City policies and procedures.

What You’ll Do

• Assist with developing the division’s budget requests
• Review and process procurement documents, contracts, purchase orders, and related administrative transactions
• Track expenditures and help ensure that funds are used in accordance with operating budget policies and procedures
• Process paperwork and coordinate personnel and recruitment activities
• Advise on personnel procedures and assist with labor relations
• Coordinate employee training opportunities

**Salary for the position at the Department of Customer Services is the entry level: $5,527 per month** ******Salary for the position at the Department of Parks and Recreation is commensurate with applicable experience, pending approval: $5,527 to $6,468 per month****** Enjoy excellent employment benefits including generous time off (up to 21 vacation days, 21 sick leave days, and holidays), comprehensive health coverage, retirement plan, career development, and much more! View details about all our available benefits by clicking on the “Benefits” tab at the top of this posting or visiting https://www.honolulu.gov/dhr/benefits/ .

Additional Job Information Some notifications will be sent via e-mail. You are responsible for monitoring instructions and correspondence from this office by checking your email account in a timely manner. To ensure proper delivery, please make sure you:

• use a valid e-mail account;
• verify your e-mail address is entered correctly on your GovernmentJobs account;
• are subscribed to email notices;
• check your spam folders; and
• add [e-mail] and [e-mail] to your contact list.

Notifications may also be sent via text message if opted into the service. Data and text messaging fees apply.

Minimum Qualification Requirements At the time of application, you must be a citizen, national or permanent resident alien of the United States or a non-citizen eligible under federal law for unrestricted employment.

Education Requirement Equivalent to graduation from an accredited four-year college or university with a bachelor’s degree in business or public administration or a related field.

Substitution : Work experience may be substituted for a bachelor’s degree on a year-for-year basis. Such experience must have provided the knowledge, skills, and analytical ability normally gained from attainment of a bachelor’s degree.

For Example

• Four years of professional work experience, in any occupation, may substitute for a general bachelor’s degree.
• Four years of general work experience (does not need to be professional level experience) in Human Resources/Personnel Management, Organizational Management, or Accounting/Finance may substitute for a general bachelor’s degree.

Education must have been completed by the time of application in order to be credited. Education obtained outside of the United States must be comparable to a degree earned at an accredited college/university in the United States. In order to receive credit for the education, proper documentation, e.g., a foreign credential evaluation (FCE), must be provided. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript.

Education Verification Requirement : Education information must be listed clearly on your application. If available, please attach a legible electronic copy of your diploma, official transcripts, and/or applicable foreign credential evaluation to your application. As part of the hiring process, you may be asked to furnish documentation to verify your education to move forward for further consideration.

Experience Requirement Three years of professional work experience in budget administration, personnel management (i.e., human resources), or management analysis .

Applicable Skills Needed

• Experience in public administration, including personnel management, budgeting, fiscal administration and organizational analysis.
• Strong analytical skills to evaluate operations, budgets and administrative functions.
• Professional judgment when applying laws, rules, policies, and procedures to real-world situations.
• Skilled at gathering, analyzing, and summarizing operational, statistical, and financial information
• Experienced in improving processes and creating standard operating procedures and training protocols.
• Clear communication skills, including writing concise reports and advising leadership on complex issues.

Substitution: A Master’s degree in Human Resources Management, Business Administration, or Public Administration from an accredited four-year college/university may be substituted for six (6) months of the required work experience.

The substitution must be met at the time of application. Education obtained outside of the United States must be comparable to a degree earned at a regionally-accredited college/university in the United States. In order to receive credit for the education, a foreign credential evaluation (FCE) must be provided. We also reserve the right to request further information about your academic program, evidence of comparability, or an original transcript.

Education Verification : Education information must be listed clearly on your application. If available, please attach a legible electronic copy of your diploma, official transcripts, and/or applicable foreign credential evaluation to your application. As part of the hiring process, you may be asked to furnish documentation to verify your education to move forward for further consideration.

Non-Qualifying Experience

• Simply meeting the minimum years of experience does not automatically qualify an applicant.
• Experience must demonstrate responsibility and analytical skills at a professional level relevant to this position.
• Positions do not qualify if:
• Budget administration is NOT a primary duty,
• Personnel management is NOT a primary duty, or
• Management analysis is NOT a primary duty.

Examination Process If you qualify for the position, your name will be eligible for consideration for the current vacancy and future job openings with this job title. Screening will be based on the education, experience, and other job-related information provided in your application. Failure to provide sufficient information may result in your application being rejected or your receiving a lower rating. All information provided on an application is subject to verification. As applicable, false or misleading statements or omissions of material facts are grounds for disqualification and/or termination of employment with the City and County of Honolulu.