Office Assistant II, III - Alternative Programs Branch

Hawaiʻi State Department of Education; Honolulu (HI); On-site; USD 35,053 - 36,448; Full time

Benefits offered by this job

Paid holidays

Health insurance

Retirement plan

Job summary

The Hawaiʻi State Department of Education is seeking to fill Office Assistant positions in Honolulu, Hawaii. The Office Assistant III role offers a competitive salary of approximately $3,266 per month. Ideal candidates will possess clear clerical and supervisory abilities, supporting various operational functions within the department.

This position includes responsibilities like managing files and documents, providing customer support, and training clerical staff. The department emphasizes equal opportunity and offers a comprehensive benefits package.

Qualifications

• 0.5 years of basic clerical experience required.
• 1 year of clerical experience for Office Assistant III.
• Supervisory aptitude preferred for certain roles.

Responsibilities

• Create, edit, and manage documents in digital format.
• Process forms and maintain records with accuracy.
• Provide general information and resolve complaints.

Skills

Knowledge of English grammar

Office practices and procedures

Ability to operate office equipment

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Word processing software

Job description

Position Overview

This posting is being used to fill various Office Assistant positions at the specified location. The authorized level of the position is Office Assistant III. Applications are being accepted down to the Office Assistant II in the event of recruiting difficulties.

Salary Range

Office Assistant II, SR-06: $3,141.00 per month

Office Assistant III, SR-08: $3,266.00 per month

Responsibilities

• Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form.
• Prepares, reviews, and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
• Checks records and forms such as applications, permits, requisitions, vouchers for completeness and accuracy, evaluates the information and processes documents in accordance with established policies and procedures.
• Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special reports.
• Composes routine correspondence and letters of acknowledgement.
• Sets up and maintains paper and electronic files and revises filing systems as necessary.
• Provides general information and resolves complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organization’s purpose and functions.
• Determines the need for and/or makes routine orders for necessary supplies, materials or other items.
• Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters.
• Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II.

Minimum Qualifications

Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind and quality described in the statements below and in the amounts shown below or any equivalent combination of training and experience.

Experience Requirements

• Office Assistant II: Basic Experience 0.5 years, Clerical Experience 0 years, Supervisory Aptitude 0 years, Total Experience 0.5 years.
• Office Assistant III: Basic Experience 0.5 years, Clerical Experience 1 year, Supervisory Aptitude 1.5 years, Total Experience 1.5 years.

Basic Experience

Work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; ability to read and understand oral and written instructions; write simply and directly and compare words and numbers quickly and accurately.

Clerical Experience

Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment and technologies.

Supervisory Aptitude

Required for positions with supervisory responsibility. Demonstrated through successful completion of assignments involving supervisory responsibilities or aspects of supervision, e.g., as a group or team leader, or completion of training courses in supervision, and/or by favorable appraisals indicating supervisory potential.

Substitutions Allowed

• Graduation from high school or equivalent may be substituted for Basic Experience.
• Excess Clerical Experience may be substituted for Basic Experience.
• Successful completion of a substantially full‑time clerical/office support/business technology curriculum leading to a degree, diploma or certificate at an accredited community college, business or technical school may be substituted for Clerical Experience.
• Education in a baccalaureate program at an accredited college or university may be substituted for Clerical Experience.

Quality of Experience

Possession of the required number of years of experience will not in itself be accepted as proof of qualification. Applicants’ overall experience must have been of such scope and level of responsibility as to conclusively demonstrate ability to perform the duties of the position.

Equal Opportunity

The Hawaii State Department of Education does not discriminate on the basis of sex, race, color, religion, national origin, age, or disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Benefits

Eligible employees enjoy competitive benefits including paid holidays, vacation, sick leave, health insurance, life insurance, retirement plan, retirement benefits, and optional insurance, as well as union representation and collective bargaining rights as provided for by law and collective agreements.