Office Assistant II, III - Baldwin High

Hawaiʻi State Department of Education; Wailuku (HI); On-site; USD 35,000 - 36,000; Full time

Job summary

Hawaiʻi State Department of Education in Wailuku, HI, is seeking Office Assistant II/III positions under the SR-06 to SR-08 salary schedule. Duties cover clerical tasks, document handling, and customer service in a public education setting.

Positions are full-time, located at the specified Hawaii site. Minimum experience requirements include basic clerical experience and keyboarding, with substitutions allowed as described in the posting.

Qualifications

• Basic experience in English grammar, spelling and arithmetic; ability to read and understand instructions; write simply and directly.
• Clerical tasks and use of office procedures; operate office equipment and technologies.
• Supervisory aptitude may be required for positions with supervisory responsibility.

Responsibilities

• Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated.
• Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
• Checks records and forms for completeness and accuracy; evaluates information for conformance and processes accordingly.
• Searches through files and prepares periodic and special reports.
• Composes routine correspondence and letters of acknowledgement.
• Sets up and maintains files and revises filing systems as necessary.
• Provides general information and resolves complaints by explaining rules and procedures.
• Determines the need for and makes routine orders for supplies.
• Makes arrangements for travel, equipment maintenance, and other similar matters.
• Provides training and guidance to clerical subordinates performing work comparable to Office Assistant II.

Skills

English grammar

Typing 40 wpm

Clerical skills

Education

High school diploma or equivalent

Tools

Word processing

Office equipment

Job description

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.

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: $3,266.000 per month

Examples of Duties

• C reates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement are not clearly indicated.
• P repares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
• C hecks records and forms such as applications, permits, requisitions, vouchers and other materials for completeness and accuracy; evaluates the information contained therein for conformance with established requirements; and processes documents in accordance with established policies and procedures.
• S earches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special report.
• C omposes routine correspondence and letters of acknowledgement.
• S ets up and maintains paper and electronic files and revises filing systems as necessary.
• P rovides 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.
• D etermines the need for and/or makes routine orders for necessary supplies, materials or other items.
• Ma kes arrangements for travel, equipment maintenance, telephone service, and other similar matters.
• P rovides 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

Experience Requirements

Class Title Basic Exp (years) Clerical Exp (years) Supvy Exp/Aptitude Total Exp (years)
Office Assistant II 1/2 0 0 1/2
Office Assistant III 1/2 1 ** 1-1/2

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 is required for positions with supervisory responsibility. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects of supervision, e.g., by serving as a group or team leader, or by the completion of training courses in supervision accompanied by application of supervisory skills in work assignments; and/or by favorable appraisals by a supervisor indicating the possession of supervisory potential.

Keyboarding/Computer Skill Requirement

Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications. Positions that require keyboarding/typing skill (40 net words per minute) are typically at the Office Assistant II and higher levels.

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 which included courses in English, clerical/office procedures, and mathematics may be substituted for the required Clerical Experience on the basis of fifteen (15) semester credits of satisfactorily completed coursework for six (6) months of experience, up to a maximum of two (2) years.
• Education in a baccalaureate program at an accredited college or university may be substituted for Clerical Experience on the basis of fifteen (15) semester credits for six (6) months of experience, up to a maximum of two (2) years.

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.

Supplemental Information

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

• A copy of the applicant’s TA History Report or equivalent system‑generated report;
• 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;
• Copies of the applicant’s signed SF‑10 Forms.

Documents

Attach all relevant supporting documents