Proactive Office Assistant III - Admin & Records

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

Job summary

The Hawaii State Department of Education in Honolulu is recruiting for Office Assistant II/III to support clerical operations at the requested location.

The position involves preparing and processing documents, managing filing systems, handling inquiries, coordinating supplies, and assisting staff with routine administrative tasks to ensure smooth daily operations. Applicants must meet experience requirements and be able to work in a fast-paced public-office environment.

Qualifications

• High school diploma or equivalent, or substitutions allowed.
• Progressively responsible clerical experience as stated.
• Knowledge of English grammar, spelling, and arithmetic; ability to read and follow instructions.

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.

Skills

Clerical experience

Basic computer skills

English grammar

Education

High school diploma or equivalent

Tools

Word processing software

Job description

The Hawaii State Department of Education in Honolulu is recruiting for Office Assistant II/III to support clerical operations at the requested location.

The position involves preparing and processing documents, managing filing systems, handling inquiries, coordinating supplies, and assisting staff with routine administrative tasks to ensure smooth daily operations. Applicants must meet experience requirements and be able to work in a fast-paced public-office environment.