Job Details

Administrative Assistant I

Salary Range: N/A

Position Salary: 4,388.00 USD Monthly

Location: Police Department Headquarters

Civil Service or Non Civil Service: Civil Service

Job Summary: Performs the full range of administrative support functions for top-level management and County departments and performs other related duties as required. Level I: Provides administrative services within the functional area assigned to a top-level manager or executive.

Examples of Duties:

• Organizes and coordinates matters that require top-level or executive attention;
• Provides administrative support to higher level management on special projects, involving gathering and compiling information or data of a special nature;
• Coordinates and tracks assignments delegated to staff and other departments/agencies and monitors progress;
• Searches files and assembles background materials and information for executive action or decision;
• Prepares and maintains spreadsheets and produces reports on technical information;
• Summarizes and briefs materials;
• Provides information to the public or others based upon the knowledge of departmental functions, organization, regulations and the top-level manager or executive's thinking and attitude;
• Assists in the preparation of the annual budget;
• Prepares letters, reports, and other materials;
• Provides staff support to committees and task forces, and may take, prepare and distribute minutes of official meetings or conferences;
• Screens and reviews incoming mail and answers routine correspondence;
• Composes letters, memoranda, or reports from general, oral, and written instructions;
• Screens callers and visitors;
• Responds to inquiries and routine correspondence;
• Receives and handles complaints or inquires and refers them to the appropriate individuals for resolution;
• Makes appointments for top-level managers or executives;
• Makes confidential contacts;
• Arranges dates, times, and places for meetings and notifies those who are to attend;
• Answers the telephone and routes calls or relays messages;
• Maintains files of confidential correspondence, reports, minutes, and other materials;
• Provides administrative support tasks for other staff members;
• Assists with the development and implementation of special projects as needed;
• May liaise with community members and public officials in support of programs;
• May supervise and assign the work of subordinates;
• May keep records of expenditures; and
• Performs other related duties as required.

Minimum Qualifications: Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and three and one half (3 ) years of substantive clerical and secretarial work experience.

Qualifying Substantive Clerical And Secretarial Work Experience: Progressively responsible typing, and/or substantive clerical work which demonstrated possession of knowledge in the use of common office appliances and equipment and the ability to carry out procedures in clerical work systems and to perform secretarial tasks including, but not limited to, several of the following: serving as telephone and walk-in receptionist; maintaining a system of files; making travel arrangements; composing correspondence; obtaining and presenting information from files; routing correspondence; reviewing outgoing correspondence for format, grammar, spelling punctuation and typographical errors; maintaining a log of pending work; etc.; use computers and software applications (e.g., word processing, spreadsheet, databases, etc.); providing personal assistance to an administrator or executive by attending to the administrative details of an office; having an overall awareness of the activities and administrative framework of a program/organization; and ability to exercise sound judgment in office administrative matters.

Work Shift/Schedule: Monday-Friday (United States of America)

Equal Opportunity Employer: It is the policy of the County of Kaua?i that there shall be no discrimination in employment pursuant to Title VII of the Civil Rights Act of 1964 as amended, the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 as amended, and the Hawaii Revised Statutes Chapters 368 and 378. Except for bona fide occupational or other legal requirements, no individual employed by the County, or applying for employment with the County, shall be subjected to discrimination on the basis of race, sex, sexual orientation, age, religion, color, ancestry, national origin, disability, marital status, pregnancy or reproductive health decisions, arrest and court record, assignment of child support, national guard participation, Veteran status, credit history, domestic/sexual violence victim status, or any other basis covered by state or federal laws governing non-discrimination