Office Assistant III

Hawaii State Archives; Hawaii; On-site; USD 36,000 - 46,000; Full time

Job summary

Hawaii State Archives is seeking personnel for clerical positions with the State of Hawaii. The role involves journey level clerical work across multiple steps and sources, requiring independent judgment and familiarity with office procedures.

Qualifications include six months of English grammar knowledge, one year of clerical experience, and a 40 wpm typing speed. Some roles require supervisory aptitude and a valid driver’s license. Recruitment may be continuous and tied to funds availability.

Qualifications

• Six (6) months of work experience demonstrating knowledge of English grammar, spelling, and arithmetic; ability to read and understand instructions, write simply, and compare words/numbers quickly.
• One (1) year of clerical work experience showing office practices and procedures, and ability to operate office equipment and systems.
• Supervisory aptitude required for some positions.
• Substitutions described in the Minimum Qualification Requirements apply.
• Keyboarding/typing 40 net words per minute.
• Some positions require a valid driver's license at appointment.
• Special requirements may include lifting, firearms handling, or knowledge of another language such as Hawaiian or Japanese.

Responsibilities

• Perform journey level clerical work involving a variety of complex clerical assignments requiring multiple steps and sources.
• Prioritize work and carry out assignments independently under general instructions and procedures.
• Supervise and participate in moderately complex clerical tasks and related duties as assigned.

Skills

Typing 40 wpm

English grammar

Reading instructions

Clerical tasks

Supervisory aptitude

Driver's license

Job description

Recruitment Information

Recruitment Number 26-0176

Salary: $3,266 to $4,139 per month (SR-08, Step C to I)

Hiring rates will be based on availability of funds, the applicant's qualifications, and other relevant factors. A continuous recruitment may be closed at any time. The notice of the last day to file applications will be posted on the State of Hawaii's Civil Service Job Opportunities Listing page of our website.

Shift Work: For positions requiring shift work, you must be able to work rotating shifts, including evenings, weekends and holidays.

Note: Employees appointed to temporary positions may also gain membership in the civil service upon satisfactory completion of an initial probation period of at least six months. Once you become a member of the civil service, you become eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits afforded to an employee in a permanent position with the exception of return rights and placement rights associated with a reduction-in-force.

WIKIWIKI HIRE PROCESS:

Wikiwiki Hire is an additional and faster way you may be considered for specific job vacancies. To participate, you must meet the minimum qualification requirements and public employment standards of the class of work or position. You must be an active candidate on the eligible register in order to be interviewed and considered for an appointment. If you qualify for Wikiwiki Hire, more information about this program will be included with your Notice of Examination Results and Eligibility.

The period of eligibility for this recruitment will be three (3) months for applicants who meet Minimum Qualification Requirements.

Duties Summary

Perform journey level clerical work involving a variety of complex clerical assignments, e.g., those that involve a number of steps/processes and/or referral to a number of different sources and require the use of some judgment to determine appropriate disposition; prioritize work and carry out assignments independently, in accordance with general instructions and established policies and procedures; and/or supervise and participate in performing moderately complex clerical work; and perform other related duties as assigned.

Minimum Qualification Requirements

To qualify, you must meet all of the following requirements:

Legal Authorization To Work Requirement

The State of Hawaii requires all persons seeking employment with the government of the State shall be citizens, nationals, or permanent resident aliens of the United States, or eligible under federal law for unrestricted employment in the United States.

Basic Experience:

SIX (6) MONTHS of work experience which demonstrated knowledge of English grammar, spelling, and arithmetic; the ability to read and understand oral and written instructions; write simply and directly; and compare words and numbers quickly and accurately.

Clerical Experience:

ONE (1) YEAR of 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:

Possession of Supervisory Aptitude is required for some positions. 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.

Substitutions Allowed:

Relevant substitutions as described in the Minimum Qualification Requirements, will apply.

Keyboarding/Computer Skill:

Some positions require keyboarding proficiency and/or the ability to use computers and word processing and/or other software applications. These positions require the ability to keyboard/type 40 net words per minute.

License:

Some positions require possession of a valid driver's license at the time of appointment.

Special Requirements

• Some positions require the ability to lift and carry items of various weights with or without reasonable accommodation.
• Some positions may require the handling of firearms and ammunition. Applicants for these positions must not possess a conviction of domestic violence.
• Some positions require the ability to comprehend, read, write and speak a language other than English, such as Hawaiian, Japanese, or the use of American Sign Language.

Security Identification Display Area (SIDA) Clearance

Federal Criminal History Records Check: In accordance with Federal regulations, persons who are being considered for employment in positions which require unescorted access to secured areas at the airport must undergo a pre-employment fingerprint-based criminal history record check. In order to be granted the SIDA clearance, prospective employees must not have been convicted, or found "not guilty by reason of insanity," of a disqualifying criminal offense within ten years from the date of the application. Upon recommendation for hire, prospective employees will be required to successfully undergo the fingerprint-based criminal history record check and be found free of disqualifying convictions during the preceding ten years. The cost for the records check will be the applicant's responsibility.

Transportation Worker Identification Credential (TWIC) Clearance

Federal Criminal History Records Check: In accordance with Federal regulations, persons who are being considered for employment in positions which require unescorted access to secured areas at the harbor must undergo a pre-employment fingerprint-based criminal history record check. In order to be granted the TWIC clearance, prospective employees must not have been convicted, or found "not guilty by reason of insanity," of a disqualifying criminal offense within seven years from the date of appointment. Upon recommendation for hire, prospective employees will be required to successfully undergo the fingerprint-based criminal history record check and be found free of disqualifying convictions during the preceding seven years. The cost for the records check will be the applicant's responsibility. However, upon hire, the employee will be reimbursed provided he/she submits the TWIC receipt to his/her supervisor.

The information provided above represents a summary of the complete Minimum Qualification Requirements (MQRs). To view the MQRs in their entirety, please CLICK HERE (Download PDF reader).

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Other Information

The State of Hawai'i complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodations in completing an application, any pre-employment testing, or otherwise participating in the selection process, please call 808-587-1111 for assistance.

PUBLIC SERVICE LOAN FORGIVENESS (PSLF) PROGRAM

The PSLF Program is a federal program that is intended to encourage individuals to work in public service by forgiving the balance of their federal student loans. To qualify, the individual must have made 120 qualifying payments while employed by a qualifying employer. For more information, please click: https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service

ELECTRONIC NOTIFICATION TO APPLICANTS

The Department of Human Resources Development (HRD) will use electronic mail (email) to notify applicants of important information relating to the status and processing of their applications as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Please ensure that the email address and contact information you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails or fail to check your email-box in a timely manner. In addition, please be aware that you may no longer receive notification about applications submitted if you choose to disable the Job Application Emails feature in your Account Settings.

TESTING INFORMATION

The examination for this recruitment will be conducted on an unassembled basis where the examination score is based on an evaluation and rating of your education and experience. It is therefore important that your employment application provide a clear and detailed description of the duties and responsibilities of each position you held. In-person interviews and/or further testing in Hawaii may be required at the discretion of the hiring agency. If in-person interviews and/or further testing is a requirement, applicants who meet the minimum qualification requirements and are referred to the vacancy must be available to participate in person and at their own expense in this required phase of the selection process. Applicants are encouraged to submit their applications as soon as possible. In addition to employment availability and score, the referral of qualified applicants may be based upon other factors including date of receipt of application.

CLICK HERE (Download PDF reader) for further information about Equal Employment Opportunity, the Merit Civil Service System, Citizenship and other requirements, Reasonable Accommodation, Veterans Preference, Examination Requirements, and the State Recruiting Office's Levels of Review.