Human Resources Regional Assistant I, II, III - Kauai Personnel Regional Office

Hawaii State Department of Education; Lihue (HI); On-site; USD 37,000 - 44,000; Full time

Job summary

Hawaii State Department of Education seeks qualified candidates for the Human Resources Regional Assistant III role, with vacancies down to Regional Assistant I when needed for recruiting challenges. The position supports state and complex area leadership with HR guidance, talent development, and policy compliance.

The incumbent will manage regional position controls, leave accounting, employee records, payroll and reimbursements, and assist with talent acquisition, disciplinary processes, and

Qualifications

• Progressively responsible experience in general office clerical work.
• Experience applying human resources rules, regulations, and procedures in an office setting.

Responsibilities

• Provide HR guidance to PRO, area leadership, district staff, and school personnel on talent management and personnel rules.
• Maintain and monitor regional position control and processing of related transactions.
• Monitor position actions and ensure documentation for establishment/abolishment, transfers, and funding changes.
• Advise leadership on talent acquisition strategies and assist in recruitment and related transactions.
• Conduct criminal history checks, fingerprinting, and background clearance activities as needed.
• Develop and maintain regional leave accounting and review leave requests for compliance.
• Coordinate talent management activities including transfers, staff reassignments, casual hires, and performance management.
• Draft documents related to grievances, investigations, and disciplinary matters for PRO review.
• Assign and supervise schedules for student helpers and lower level staff; provide training support.
• Screen visitors and calls, provide information to the public and staff.
• Manage PRO office records, payroll, reimbursements, and supply ordering.

Skills

General office experience

HR knowledge

Communication skills

Education

Bachelor's degree

Job description

The authorized level of the position is Human Resources Regional Assistant III. Applications are being accepted down to the Human Resources Regional Assistant I in the event of recruiting difficulties.

Salary Range

• Human Resources Regional Assistant I, SR-09: $3,333.00 per month
• Human Resources Regional Assistant II, SR-11: $3,606.00 per month
• Human Resources Regional Assistant III, SR-13: $3,900.00 per month

Responsibilities

1. Reviews, conducts research, and consults with state level personnel to provide guidance to PRO, complex area leadership, district support staff, and school personnel to resolve technical HR matters and process related transactions. Responds to assistance requests, provides talent development and updates on any changes in personnel rules, contract provisions, and Department procedures to ensure a clear understanding of the application in talent management activities.
2. Independently determines and anticipates unique school/office talent acquisition and position needs by maintaining and monitoring a regional position control system: communicating with the complex area leadership, district support staff, and school administrators; reviewing school/office financial data; reviewing state position and system data; and processing related transactions.
3. Monitors and initiates position actions and ensures proper completion of all documentation, such as establishment/abolishment of positions, position extensions, increase and decrease of full time equivalence, position transfers, and fund changes.
4. Exercise independent judgment to provide options and advice to complex area leadership, district support staff, and school administrators on talent acquisition to address needs; recommends suitable methods/strategies based on time frame, availability of applicant lists and historical data; assists to recruit talent; and processes related transactions.
5. Performs employee criminal history checks, fingerprinting, background clearance activities/transactions, and suitability requests, traveling to other sites if needed.
6. Independently develops and maintains a regional leave accounting system, conducts final review of all leave and unauthorized leave without pay requests for compliance with rules, regulations, guidelines, and BU contracts and prepares for PRO approval.
7. Independently coordinates, monitors, and provides information to facilitate talent management/HR activities for the region, including TATP/transfers and/or staff reassignments, casual personnel hiring and extensions, reduction-in-force, and performance management.
8. Reviews and drafts documents related to grievance, investigation, directed leave, and disciplinary matters for PRO or complex area Leadership and prepares responses to union requests for the PRO’s review, consulting with PRO when needed.
9. Assigns, prepares, and supervises the operational work assignments and schedules of student helpers and lower level staff. Assists with the training and development of assigned staff.
10. Receives and screens visitors and telephone calls and provides information to the public, complex area leadership, district support staff, and school/office personnel, which require the use of judgement and interpretation of rules and regulations, policies and procedures, BU contracts, memoranda of agreement, etc.
11. Manages the PRO office and records, providing support to the PRO with letters and documents; processing payroll, payments, travel and mileage reimbursements; ordering forms and supplies; mail management; and processing office personnel action forms.
12. Provides designated regional office and staff coverage when assigned.
13. Participates in talent acquisition, development and retention activities and professional development to help integrate within their functions.

Experience Requirements

Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind, quality and quantity described.

Experience by Level

• Human Resources Regional Assistant I: General Exper 1, Specialized Exper 1, Supervisory Exper 0, Total 2
• Human Resources Regional Assistant II: General Exper 1, Specialized Exper 2, Supervisory Exper 0, Total 3
• Human Resources Regional Assistant III: General Exper 1, Specialized Exper 3, Supervisory Exper *, Total 4

General Experience

Progressively responsible experience involving general office clerical work, which involved the performance of a variety of clerical tasks. Such tasks must demonstrate the knowledge of office practices and procedures, ability to deliver procedures in work systems, operate various office equipment, and use of technology (i.e., software programs, internet applications, e‑mail, etc.).

Specialized Experience

Responsible clerical experience in an office where the work required knowledge, understanding, and application of pertinent human resources rules, regulations, procedures, and program requirements. Such experience must also demonstrate proficiency in interacting and communicating with the public and collaborating with coworkers. Experience as a School Administrative Services Assistant, secretary, or office manager may qualify provided that a portion of the experience required an understanding and delivery of personnel policies, transactions, and administrative support of the organization.

Supervisor Aptitude

For the Human Resources Regional Assistant III level, applicants must show they possess supervisory aptitude. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments that involve some supervisory responsibilities or aspects of supervision (i.e., serving as a group or team leader; similar work in which opportunities for demonstrating supervisory capabilities exist; completing training courses in supervision accompanied by application of the skills in work assignments; or favorable appraisals by a supervisor indicating the possession of supervisory potential).

Substitutions Allowed

1. Successful completion of any post‑high school education from an accredited educational institution may be substituted for the General Experience on the basis of 15 semester credits for six (6) months of experience, up to one year.
2. A bachelor’s degree from an accredited college or university may be substituted for one (1) year of General Experience and two (2) years of Specialized Experience. Applicants possessing this educational qualification are deemed to have met all of the requirements for the Human Resources Regional Assistant II level.

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 the applicant has the ability to perform the duties of the position for which applicant 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.