School Administrative Services Assistant I, II, III - Waiakea Elementary

Hawaii State Department of Education; Hilo, Honolulu (HI, HI); On-site; USD 45,000 - 53,000; Full time

Job summary

The Hawaii State Department of Education seeks a School Administrative Services Assistant III to support the principal with daily office functions and to assist with a wide range of clerical duties.

Responsibilities include handling inquiries, maintaining student and personnel records, processing payroll, managing correspondence, and coordinating with departments and parents to ensure smooth school operations.

Qualifications

• High school graduation required; substitutions to education may apply per the rules.
• Progressively responsible clerical work experience, English grammar/spelling, and ability to read and follow written directions.

Responsibilities

• Plan, supervise and provide office support to meet school priorities.
• Greet and assist callers and refer inquiries to appropriate offices.
• Maintain student and personnel records; process payroll and related tasks.
• Prepare and submit purchase orders; manage inventory and fiscal records.
• Assist with letters, correspondence, and routine communications.
• Inform principal of urgent matters and deadlines; ensure files are organized.

Education

High School Diploma

Job description

The authorized level of the position is School Administrative Services Assistant III. Applications are being accepted down to the School Administrative Services Assistant I in the event of recruiting difficulties.

Salary Range:

• School Administrative Services Assistant I, SR-12: $4,040.00 per month
• School Administrative Services Assistant II, SR-14: $4,367.00 per month
• School Administrative Services Assistant III, SR-16: $4,730.00 per month

Assists the principal with daily administrative services functions by:

1. Planning, supervising and/or providing office support and related services to meet priorities
2. Supervising and/or participating in greeting and ascertaining the purpose of callers and assisting or referring them as necessary
3. Answering or referring inquiries on policies, regulations, procedures and activities of the school, the Department of Education and the State
4. Contacting parents, departmental offices, other governmental agencies, business concerns and community groups for information required by the school or to disseminate information and secure cooperation
5. Reviewing and distributing incoming correspondence, circulars and other material
6. Composing routine and special letters
7. Informing the principal of matters requiring immediate attention and concerns relative to appointments, commitments and deadlines
8. Establishing, organizing and maintaining office files
9. Maintaining personnel records for the staff
10. Processing payroll and performing related work
11. Registering students and maintaining student records
12. Collecting cash, maintaining a variety of fiscal records and posting and summarizing financial data to report forms
13. Preparing and submitting purchase orders and/or requisitions, checking goods received against invoices and maintaining pertinent records
14. Maintaining inventory records, performing physical inventory and completing report forms
15. Assisting officers of student clubs and other class or school organizations with record keeping, purchases, etc.
16. Gathering, maintaining and compiling information for business office and student service reports
17. Operating and maintaining a variety of standard office machinesTyping letters, reports, schedules, bulletins and other material
18. Cutting stencils, duplicating and distributing a variety of material
19. Instructing, assigning and reviewing the work of students assigned to the office
20. May supervise clerical personnel and may take and transcribe shorthand dictation.

Education Requirement:

Graduation from high school. Excess general or specialized experience as described below or other work experience requiring the ability to read, comprehend and apply written directions or a high degree of verbal skills may be substituted for education on a year-for-year basis.

Experience Requirements:

Except for the substitution provided for in these specifications, applicants must have had experience of the kind and quality described below and in the amounts shown in the following table or any equivalent combination of training and experience:

Class Title, General Experience (Yrs), Spclzd Experience (Yrs), Total Experience (Yrs)

• SCHOOL ADM SVCS ASST I, 2, 0, 2
• SCHOOL ADM SVCS ASST II, 2, 1, 3
• SCHOOL ADM SVCS ASST III, 2, 2, 4

General Experience:

Progressively responsible work experience which involved skilled typing using a typewriter or word processing equipment in performing a variety of standard clerical work such as typing of correspondence, reports and other material; knowledge of English grammar, spelling and arithmetic; use of common office appliances and equipment; the ability to read and understand oral and written instructions; carry out procedures in clerical work systems; speak and write simply and directly; observe differences in copy and proofread words and numbers quickly and accurately; operate various kinds of office equipment.

Specialized Experience:

Responsible clerical experience in a Hawaii public school setting in the capacity of chief clerical assistant to the principal. Such experience must have involved the performance of administrative office services and support functions of a school and skilled typing.

Skilled Typing Requirement:

Applicants must be able to type accurately (using a typewriter or word processor) from plain or corrected copy at the rate of 40 net words per minute.

Substitutions Allowed:

1. Successful completion of a one-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and office machines, and typing, leading to a diploma, certificate or other comparable degree from an accredited community college, business or technical school, may be substituted for one year of General Experience. Applicants who have not graduated may receive partial credit towards general experience on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of one year. To receive partial credit, the work completed must have included course work in typing proficiency.

2. Successful completion of a two-year clerical or business curriculum, which included courses in English, arithmetic, general clerical procedures and typing, leading to an Associate in science, diploma, certificate or comparable degree from an accredited community college, business or technical school, may be substituted for two years of General Experience. Applicants who have not graduated may receive partial credit toward the general experience requirements on the basis of fifteen semester hours or its equivalent in quarter credits or other units, for each half year of general experience up to a maximum of two years. To receive partial credit, the work completed must have included course work in typing proficiency.

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 applicant has the ability to perform the duties of the position for which applicant is being considered.

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.