Information and Assistance Clerk - SR-11

County of Hawai; Hilo (HI); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Flexible Working Arrangements

Vacation time 21 days per year

Sick leave 21 days per year

13 paid holidays per year

Training and development

Job summary

County of Hawai‘i is seeking an information and referral clerk for the Hawaii County Office of Aging in Hilo. This temporary full-time vacancy provides information, data entry, and referrals related to elderly programs, with clerical and administrative duties supporting the Mayor's Committee on Aging.

Applicants should have high school graduation and 3 years of clerical experience including typing and public contact; the position may lead to permanent appointment.

Qualifications

• Graduation from high school.
• Three (3) years of clerical work experience which included typing, use of personal computer, and public contact that required providing information.

Responsibilities

• Provides information and assistance to the public relating to programs and services for the elderly; assesses needs and makes referrals.
• Inputs information into the HCOA database system and various other software programs.
• Updates and maintains the HCOA's directories such as the Partners in Eldercare Network Directory and Information and Services Directory for Seniors.
• Provides information and assists in the resolution of complaints over the counter or telephone regarding rules, policies, and procedures.
• Arranges meetings, prepares notices and materials, and attends meetings and seminars; transcribes notes and maintains files.
• Prepares, checks, and reviews correspondence, forms, records, and other documents for accuracy; follows up as needed.

Skills

Typing

Public contact

PC literacy

Education

High school diploma

Tools

Word processing

Spreadsheets

Databases

Job description

Provides information and assistance to the public relating to programs and services for the elderly; provides information, assesses individual needs, and makes appropriate referrals; provides clerical and technical support to the Mayor's Committee on Aging; performs a variety of clerical and administrative support work for the Hawaii County Office of Aging (HCOA).

There is one (1) immediate temporary full-time vacancy not-to-exceed 08/31/2027 with the Office of Aging - Administrative Services Division in Hilo.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Provides information to the public relating to programs and services for the elderly; obtains personal data and information, assesses individual needs, and makes referrals to agencies, organizations, and care providers.
• Gathers information and data; inputs information into the HCOA database system and various other software programs.
• Updates and maintains the HCOA's directories such as the Partners in Eldercare Network Directory and Information and Services Directory for Seniors.
• Provides information and assists in the resolution of complaints over the counter or telephone regarding the interpretation of rules, policies, and procedures, and the functions of the office.
• Arranges logistics, prepares agenda, prepares notices and materials for, and attends meetings, conferences, and seminars of the Committee on Aging, the Office of Aging, and other committees as assigned; takes and transcribes notes of taped recordings of proceedings; makes distribution; maintains files and records.
• Independently prepares, checks, and reviews correspondence, forms, records, applications, and other documents for accuracy, adequacy, and conformance to established requirements; evaluates and processes documents according to individual circumstances where the correct course of action is not clearly defined; does follow up to secure or clarify required information.
• Sets up codes and maintains public and confidential files of reports, minutes, correspondence and other materials.
• Reviews applications for disabled parking permits; follows up with physicians as necessary; determines eligibility for and issues permits.
• Accepts cash payments for standard fees; writes out receipts; prepares deposit receipts; posts data to and maintains control records; follows up on collection of returned checks.
• Reviews all clerical work for conformance to departmental procedures and standards; supervises the work of assigned clerical personnel; may assist in supervising and performing data processing review, editing, and control.
• Reviews and logs all incoming and outgoing mail.
• Organizes and coordinates the flow of work for the agency head to maximize administrative efficiency.
• Obtains and assembles background materials and information for the agency head and planners to assist with decision-making.
• Schedules appointments, makes telephone contacts, and screens incoming calls and visitors for the agency head.
• Independently prepares and processes all personnel and payroll related documents, notices, and forms; follows up on inquiries; ensures the compliance of procedures, requirements, laws, rules, and policies.
• Performs other related duties.

Training and Experience

A combination of education and experience substantially equivalent to:

• graduation from high school, and
• three (3) years of clerical work experience which included typing, use of personal computer, and public contact that required providing information.

Examination

All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note

In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of

Pertinent functions of County, State, and Federal agencies;public relations;community resources;office practices and procedures;filing methods and systems;grammar, spelling, and word usage.

Ability to

Deal tactfully and effectively with the public and resolve complaints;understand, interpret, and explain laws, ordinances, regulations, and policies;prepare and process personnel and payroll transactions;establish and maintain effective working relationships with others;understand and follow written and oral instructions;summarize date and prepare simple reports;operate standard office machines and equipment;use computer applications such as word processing, spread sheet, databases, and able to navigate the Internet;type or keyboard, which applicants may be required to demonstrate by satisfactorily passing a performance exercise at the time of interview.

Physical Requirements

Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping

Light

Benefits of County employment

The County of Hawai‘i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements:Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
• Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai‘i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.

• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.