Office Assistant IV - CA Campbell-Kapolei

Hawaii State Department of Education; Kapolei (HI, KY); On-site; USD 33,000 - 45,000; Full time

Job summary

Hawaii State Department of Education is seeking an Office Assistant IV (SR-10) to support administrative operations. The role includes evaluating documents, organizing information, and preparing reports based on data interpretation.

Qualifications require basic 0.5 year and 2 years clerical experience, with substitutions noted. A valid driver’s license and 40 WPM typing are required; position involves full-time, on-site work in Hawaii.

Qualifications

• Basic experience: 1/2 year required.
• Clerical experience: 2 years required.
• Supervisory aptitude required for supervisory positions.
• Substitutions allowed: high school diploma may substitute for Basic Experience.
• Substitutions allowed: clerical experience substitutions as listed in the specification.

Responsibilities

• Evaluates and processes documents considering individual circumstances.
• Searches through files to extract, refine and organize information and prepare reports.
• Summarizes materials and prepares reports requiring data interpretation and presentation.
• Evaluates office processes and introduces automation; sets up databases and templates to meet needs.
• Provides training and guidance to clerical subordinates and reviews their work.

Skills

Typing 40 WPM

Driver's License

Education

High school diploma or equivalent

Job description

Salary Range:

Office Assistant IV, SR-10: $3,471.00 per month

In addition to the duties of the lower levels, the Office Assistant IV:

1. Evaluates and processes documents according to individual circumstances where the correct course of action is not clearly defined.
2. Performs extensive searches through a variety of paper and electronic files and records, extracts, refines and organizes necessary information and prepares reports.
3. Summarizes materials and prepares reports requiring the interpretation and analysis of data and judgment as to format and details of presentation.
4. Evaluates various office processes and determines which may be performed more efficiently through the use of office automation; sets up databases, templates, procedures, etc. that will best meet user and office requirements.
5. Provides training and guidance to, and assigns, reviews and evaluates the work of clerical subordinates performing work comparable to the class Office Assistant III.

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: Office Assistant IV

Basic Exp (years): 1/2

Clerical Exp (years): 2

Supvy Exp/Aptitude: **

Total Exp (years): 2-1/2

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

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.

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 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.

Driver's License Requirement

Applicants must possess a current, valid driver's license.

Typing Requirement

This position requires applicants to type at 40 net words per minute.

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

1. A copy of the applicant’s TA History Report or equivalent system-generated report;
2. 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; or,
3. Copies of the applicant’s signed SF-10 Forms.

Documents

Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions

Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.