Office Assistant II, III - Kekaulike High

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

Job summary

Hawaiʻi State Department of Education is posting multiple Office Assistant positions for the Makawao location. The authorized level is Office Assistant III, with eligibility down to Office Assistant II if recruiting is difficult.

Typical duties include handling documents, forms, records, and routine correspondence, plus basic filing, information provision, and occasional travel arrangements. This is a state government clerical role with supervisory aptitude requirements for lead tasks.

Qualifications

• Knowledge of English grammar, spelling, and arithmetic.
• Ability to read and understand oral and written instructions.
• Ability to write simply and directly and compare words and numbers quickly and accurately.

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 and conformance.
• Checks records and forms for completeness and accuracy and processes documents per policies.
• Searches through various files and records, extracts, compiles and summarizes information and prepares reports.
• Composes routine correspondence and letters of acknowledgement.
• Maintains paper and electronic files and revises filing systems as needed.
• Provides information and resolves complaints and explains rules and procedures.
• Determines need for routine orders for supplies and materials.
• Makes arrangements for travel and equipment maintenance.
• Provides training and guidance to clerical subordinates.

Skills

English grammar

Spelling

Arithmetic

Reading instructions

Clear writing

Numerical accuracy

Tools

Office equipment

Job description

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: $3,266.00 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: 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 in the following table, or any equivalent combination of training and experience:

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