Senior Office Assistant - Efficient Admin Support

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

Job summary

Hawaii State Department of Education is seeking Office Assistant II/III to support operations at various locations in Hawaii. The authorized level is Office Assistant III; Office Assistant II is considered if recruiting difficulties arise.

Responsibilities include document creation and management, forms processing, records checks, filing, information services, and routine travel and supply arrangements. Supervisory duties may apply at higher levels.

Qualifications

• Basic experience in English grammar, spelling and arithmetic.
• Ability to read, understand and follow written instructions.
• Knowledge of office practices and procedures.

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

English grammar

Spelling

Arithmetic

Reading instructions

Education

High school diploma

Clerical/office coursework

Tools

Word processing software

Office equipment operation

Job description

Hawaii State Department of Education is seeking Office Assistant II/III to support operations at various locations in Hawaii. The authorized level is Office Assistant III; Office Assistant II is considered if recruiting difficulties arise.

Responsibilities include document creation and management, forms processing, records checks, filing, information services, and routine travel and supply arrangements. Supervisory duties may apply at higher levels.