Job Details

Salary Range

Office Assistant III, SR-08: $3,266.00 per month

Responsibilities

1. Create, edit, print, store, retrieve and delete 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.
2. Prepare, review and process forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements.
3. Check records and files for completeness and accuracy; evaluate the information contained therein for conformance with established requirements; process documents in accordance with established policies and procedures.
4. Search through a variety of paper and electronic files and records, extract, compile and summarize information and prepare periodic and special reports.
5. Compose routine correspondence and letters of acknowledgement.
6. Set up and maintain paper and electronic files; revise filing systems as necessary.
7. Provide general information and resolve complaints in person or over the telephone involving explanation of rules, regulations, policies and procedures and knowledge of the organizations purpose and functions.
8. Determine the need for and or make routine orders for necessary supplies, materials or other items.
9. Make arrangements for travel, equipment maintenance, telephone service, and other similar matters.
10. Provide training and guidance to, and assign, review and evaluate the work of clerical subordinates performing work comparable to the class Office Assistant II.

Experience Requirements

Applicants must have had progressively responsible experience of the kind and quality described below and in the amounts shown. Any equivalent combination of training and experience is acceptable.

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

Required for positions with supervisory responsibility. Demonstrated aptitude or potential for supervisory duties through successful completion of assignments that involve supervisory responsibilities or aspects of supervision, e.g., serving as a group or team leader or completing training courses in supervision accompanied by application of supervisory skills in work assignments; and/or favorable appraisals by a supervisor indicating 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 applicants 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.

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 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

Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

1. A copy of the applicants TA History Report or equivalent system?generated report.
2. A signed letter from the applicants supervisor that includes the applicants 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 applicants 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.