Office Assistant II, III - Kailua Intermediate

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

Benefits offered by this job

13 paid holidays

21 days vacation

Sick Leave 21 days

Health Insurance

Group Life Insurance

Retirement plan

Flexible Spending Accounts

Tax Shelter Annuity

Deferred Compensation

Temporary Disability Insurance

Social Security

Workers' Compensation

Union & Collective Bargaining

Job summary

Hawaiʻi State Department of Education is hiring for Office Assistant positions at Kailua. Roles include Office Assistant II and III with duties spanning document creation, filing, reporting, and routine correspondence. Training and supervision of clerical staff are possible in higher levels.

The position offers a pathway from Office Assistant II to III, with standard benefits and a focus on accurate, efficient office operations within the department.

Qualifications

• Basic knowledge of English grammar, spelling, arithmetic.
• Clerical work systems and office practices.
• Ability to use computers and word processing software.
• Keyboarding speed of about 40 net words per minute is required for some positions.

Responsibilities

• Create, edit, print, store, retrieve and delete documents using word processing and other software.
• Prepare, review and process forms, records, and reports for accuracy and conformance.
• Check forms for completeness and accuracy and process documents per procedures.
• Search files, extract and summarize information for reports.
• Compose routine correspondence and acknowledgement letters.
• Set up and maintain filing systems and revise as needed.
• Provide information and resolve inquiries about rules and procedures.
• Determine needs for supplies and place routine orders.
• Make travel and equipment arrangements, and coordinate services.
• Train and supervise clerical subordinates performing Office Assistant II duties.

Skills

English grammar

Clerical experience

Office equipment operation

Keyboarding 40 wpm

Supervisory aptitude

Tools

Word processing

Office software

Job description

Job Description

This posting is 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

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, 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 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.
• Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special report.
• 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.

Qualifications

• Experience Requirements: Applicants must have progressively responsible experience as described in the table below or an equivalent combination of training and experience.

1. Office Assistant II: Basic 1/2 year; Clerical 0; Total 1/2 year.
2. Office Assistant III: Basic 1/2 year; Clerical 1; Total 1–1/2 years.

Basic Experience: Demonstrated knowledge of English grammar, spelling, arithmetic; ability to read and understand instructions; write simply and directly; compare words and numbers quickly and accurately.

Clerical Experience: Demonstrated knowledge of office practices and procedures; ability to carry out clerical work systems; operate office equipment and technology.

Supervisor Aptitude: Required for supervisory roles; demonstrated by prior supervisory experience or training.

Keyboarding/Computer Skill Requirement: Some positions require proficiency of 40 net words per minute and/or ability to use computers and word processing or other software.

Benefits

• Holidays: Eligible for 13 paid holidays each year; 14 in election year.
• Vacation: 21 days per year.
• Sick Leave: 21 days per year, can be used toward retirement benefits.
• Health Insurance: State pays part of premiums for state-sponsored plans.
• Group Life Insurance: State provides free life insurance.
• Premium Conversion Plan: Deduct cost of health care premiums before payroll taxes.
• Flexible Spending Accounts: Tax‑savings benefit program.
• Retirement Plan: State contributes; eligibility based on service and age.
• Tax Shelter Annuity (TSA): Eligible employees may participate.
• Deferred Compensation: Tax‑deferred retirement investment program.
• Temporary Disability Insurance: Eligibility for disability benefits.
• Social Security: Employer contributes.
• Workers' Compensation: Medical expenses and wage support available.
• Union & Collective Bargaining: Right to join union; service fees if not excluded.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its employment policies and programs on the basis of sex, race, color, religion, national origin, age, and 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 in its employment policies and programs on the basis of sexual orientation, arrest and court record, National Guard participation, and other grounds, 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.