Office Assistant II, III - West Hawaii District Annex

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

Job summary

Hawaii State Department of Education is seeking Office Assistant II to III in Hawaii. The posting specifies salary ranges for Office Assistant II at $3,141.00 per month and Office Assistant III at $3,266.00 per month, with responsibilities spanning document handling, forms processing, records management and customer assistance.

Required foundational clerical experience, English grammar, and the ability to work with filing systems and office technologies.

Qualifications

• Basic experience in English grammar, spelling, and arithmetic; ability to read and understand instructions; write simple and direct copy and compare words accurately.
• Clerical experience involving varied office tasks and knowledge of office procedures; ability to operate office equipment and systems.
• Supervisory aptitude is 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 and conformance to requirements.
• Checks records and forms for completeness and accuracy; evaluates information for conformance with policies and procedures; processes documents accordingly.
• Searches through paper and electronic files; 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; revises filing systems as necessary.
• Provides general information and resolves complaints regarding rules, regulations, policies and procedures.
• Determines the need for and/or makes routine orders for supplies and materials.
• Makes arrangements for travel, equipment maintenance, telephone service, and similar matters.
• Provides training and guidance to subordinates performing clerical work.

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.

Salary Range:

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

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

1. 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.
2. Prepares, reviews and processes forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
3. 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.
4. Searches through a variety of paper and electronic files and records, extracts, compiles and summarizes information and prepares periodic and special report.
5. Composes routine correspondence and letters of acknowledgement.
6. Sets up and maintains paper and electronic files and revises filing systems as necessary.
7. 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.
8. Determines the need for and/or makes routine orders for necessary supplies, materials or other items.
9. Makes arrangements for travel, equipment maintenance, telephone service, and other similar matters.
10. Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant II.

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 simple 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:

1. Graduation from high school or equivalent may be substituted for Basic Experience.
2. Excess Clerical Experience may be substituted for Basic Experience.
3. 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.
4. 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